Assessment form

Local Government Performance Assessment

Alebtong District

(Vote Code: 588)

Assessment Scores

Accountability Requirements 50%

Crosscutting Performance Measures 65%

Educational Performance Measures 73%

Health Performance Measures 79%

Water Performance Measures 86%

588 Alebtong District Accontability

Requirements 2018

Summary of requirements

Definition of

compliance

Compliance justification Compliant?

Annual performance contract

LG has submitted an annual

performance contract of the

forthcoming year by June 30 on the

basis of the PFMAA and LG Budget

guidelines for the coming financial

year.

• From MoFPED’s

inventory/schedule of

LG submissions of

performance contracts,

check dates of

submission and

issuance of receipts

and:

o If LG submitted

before or by due date,

then state ‘compliant’

o If LG had not

submitted or submitted

later than the due date,

state ‘non- compliant’

• From the Uganda

budget website:

www.budget.go.ug,

check and compare

recorded date therein

with date of LG

submission to confirm.

Alebtong District LG submitted the

Annual Performance Contract for

FY 2018/19 on 29th July, 2018 as

per the submission schedule of

MoFPED which was within the

deadline of 1st August 2018 set

by the MoFPED.

Note: The PFMAA LG Budget

guidelines require the submission

to be by 30th June. However, this

date was revised to 1st August

2018 as per the guidance from

MoFPED.

Yes

Supporting Documents for the Budget required as per the PFMA are submitted and available

LG has submitted a Budget that

includes a Procurement Plan for the

forthcoming FY by 30th June (LG

PPDA Regulations, 2006).

• From MoFPED’s

inventory of LG budget

submissions, check

whether:

o The LG budget is

accompanied by a

Procurement Plan or

not. If a LG submission

includes a Procurement

Plan, the LG is

compliant; otherwise it

is not compliant.

The District LG submitted the

approved Budget Estimates that

included a Procurement Plan for

the FY 2018/19 on 29th July,

2018. This date of submission

was in line with the last official

date of 1st August set by the

MoFPED.

Note: The PFMAA LG Budget

guidelines require the submission

to be by 30th June. However, this

date was revised to 1st August

2018 as per the guidance from

MoFPED.

Yes

Reporting: submission of annual and quarterly budget performance reports

LG has submitted the annual

performance report for the previous

FY on or before 31st July (as per LG

Budget Preparation Guidelines for

coming FY; PFMA Act, 2015)

From MoFPED’s official

record/inventory of LG

submission of annual

performance report

submitted to MoFPED,

check the date MoFPED

received the annual

performance report:

• If LG submitted

report to MoFPED in

time, then it is compliant

• If LG submitted late

or did not submit, then it

is not compliant

The Annual Performance Report

for the FY 2017/2018 was

submitted to MoFPED on 3rd

September, 2018. This

submission was outside the

official date set in the PFMA Act,

2015 which requires LGs to make

the submission on or before 31st

July of every year.

LG has submitted the quarterly

budget performance report for all

the four quarters of the previous FY

by end of the FY; PFMA Act, 2015).

From MoFPED’s official

record/ inventory of LG

submission of quarterly

reports submitted to

MoFPED, check the

date MoFPED received

the quarterly

performance reports:

• If LG submitted all

four reports to MoFPED

of the previous FY by

July 31, then it is

compliant (timely

submission of each

quarterly report, is not

an accountability

requirement, but by end

of the FY, all quarterly

reports should be

available).

• If LG submitted late

or did not submit at all,

then it is not compliant.

Submission of the quarterly

budget performance reports

during FY 2017/2018 was as

follows:

Quarter Date of submission

Reference

Quarter 01 27th December,

2017 No

Quarter 02 12th March, 2018

Quarter 03 16th June, 2018

Quarter 04 3rd September,

2018 No

The budget performance report of

all quarters were submitted late

contravening PFMA Act which

requires these submissions to be

made within the month following

end of the quarter.

It was largely claimed that the

transition from OBT to PBS was

still problematic but also that

there was a challenge of adopting

the change.

Audit

The LG has provided information to

the PS/ST on the status of

implementation of Internal Auditor

General and the Auditor General’s

findings for the previous financial

year by end of February (PFMA s.

11 2g). This statement includes

actions against all find- ings where

the Internal Audi- tor and the Auditor

General recommended the

Accounting Officer to take action in

lines with applicable laws.

From MoFPED’s

Inventory/record of LG

submissions of

statements entitled

“Actions to Address

Internal Auditor

General’s findings”,

Check:

• If LG submitted a

‘Response’ (and provide

details), then it is

compliant

• If LG did not submit

a’ response’, then it is

non-compliant

• If there is a

response for all –LG is

compliant

• If there are partial or

not all issues responded

to – LG is not compliant.

There was no evidence by this

assessment date that the CAO

provided information to the PS/ST

on the status of implementation of

Internal Auditor General of

Auditor General’s findings for FY

2016/17 by the end February

2018 as required by PFMA s.11

2g). The reason given was that

CAO had not received

communication from PS/ST

calling for this information.

For Auditor general queries,

number of queries raised by the

Auditor general were 7. Number

of queries cleared cleared were 7

and no pending queries.

There was no evidence by the

assessment date that the CAO

provided information to the PS/ST

on the status of implementation of

Internal Auditor General of

Auditor General’s findings for FY

2016/17 by the end February

2018 as required by PFMA s.11

2g). The reason given was that

CAO had not received

communication from PS/ST

calling for this information.

The audit opinion of LG Financial

Statement (issued in January) is not

adverse or disclaimer.

Alebtong DLG obtained

Unqualified Audit Opinion for FY

2017/2018

Yes

588 Alebtong

District

Crosscutting

Performance

Measures 2018

Summary of

requirements

Definition of

compliance

Compliance justification Score

Planning, budgeting and execution

All new

infrastructure

projects in: (i) a

municipality /

(ii) in a district

are approved

by the

respective

Physical

Planning

Committees

and are

consistent with

the approved

Physical Plans

Maximum 4

points for this

performance

measure.

Evidence that a

district/ municipality

has:

• A functional

Physical Planning

Committee in place

that considers new

investments on

time: score 1.

The District Physical Planning Committee was appointed by the

CAO on 19th May, 2016 through a circular letter ref.CR/156/3.

The membership was:

1. Office of CAO, Chair

2. Ayela Joseph, Physical Planner-Secretary

3. Ocan Vincent Aporu, TC

4. Atalla Joan Angom, Environment Officer

5. Angulu Denis, Staff Surveyor

6. Otyeno Bonny, Ag District Engineer

7. Kissa Denis, Ag DEO

8. Oyuru Jennifer, Principal Agric. Officer

9. Auma D Vicky, Ag D/CDO

10. Dr Odung Tonny, Ag DHO

The following members were missing on the committee:

i) Natural Resources Officer

ii) District Water Officer

iii) Physical Planner in private practice

The committee was therefore not fully constituted in accordance

with the law in force.

All new

infrastructure

projects in: (i) a

municipality /

(ii) in a district

are approved

by the

respective

Physical

Planning

Committees

and are

consistent with

the approved

Physical Plans

Maximum 4

points for this

performance

measure.

• Evidence that

district/ MLG has

submitted at least 4

sets of minutes of

Physical Planning

Committee to the

MoLHUD score 1.

There were only 3 sets of minutes for the District Physical

Planning Committee seen by the PAT. The committee convened

on 2nd November 2017, 13th November 2017 and 16th May 2018

respectively.

It is only 1 set of Minutes, (for meeting held on 16h May 2018)

that was submitted and acknowledged (by stamping on a copy

that) by MoLHUD. There was no evidence that the other 2 sets

were also submitted to MoLHUD as required

All new

infrastructure

projects in: (i) a

municipality /

(ii) in a district

are approved

by the

respective

Physical

Planning

Committees

and are

consistent with

the approved

Physical Plans

Maximum 4

points for this

performance

measure.

• All infrastructure

investments are

consistent with the

approved Physical

Development Plan:

score 1 or else 0

The District did not have an approved Physical Development Plan.

For that reason consistency between infrastructure investments

and the plan could not be established.

All new

infrastructure

projects in: (i) a

municipality /

(ii) in a district

are approved

by the

respective

Physical

Planning

Committees

and are

consistent with

the approved

Physical Plans

Maximum 4

points for this

performance

measure.

• Action area plan

prepared for the

previous FY: score

1 or else 0

A Physical Development (Detailed) Plan 2016-2026 for Alebtong

Town Council was prepared and available in the LG.

The prioritized

investment

activities in the

approved AWP

for the current

FY are derived

from the

approved five-

year

development

plan, are

based on

discussions in

annual reviews

and

budget

conferences

and

have project

profiles

Maximum 5

points on this

performance

measure.

• Evidence that

priorities in AWP

for the current FY

are based on the

outcomes of

budget

conferences: score

The District budget conference was held on 31st October, 2017 in

the District Council Hall attended by 102 participants. The report

was signed by District Planner. Examples of priorities in the AWP

based on the budget conference were:

i) Construction of 3 low cost staff house on page 4 of the report

and page 8 of the AWP.

ii) Construction of placenta pits at Angetta and Awei HC IIs on

page 6 of the report and page 32 of the AWP.

iii) Installation of metallic culverts at Aguru, Otoke swamps on

page 11 of the report and page 58 of the AWP.

iv) Rehabilitation of classroom blocks at Alebelebe and Arwot

P/Schools on page 5 of the report and page 45 of AWP.

The prioritized

investment

activities in the

approved AWP

for the current

FY are derived

from the

approved five-

year

development

plan, are

based on

discussions in

annual reviews

and

budget

conferences

and

have project

profiles

Maximum 5

points on this

performance

measure.

• Evidence that the

capital investments

in the approved

Annual work plan

for the current

FY are derived

from the approved

five-year

development plan.

If differences

appear, a

justification has to

be provided and

evidence provided

that it was

approved by the

Council. Score 1.

The capital investments in the approved Annual Work Plan for the

FY 2018/2019 were derived from the approved Five-Year

Development Plan as indicated in pages in the examples below:

i) Construction of 3 Units of low cost staff house on page 8 of

the AWP and on page 307 of the 5 Yr. DDP.

ii) 4 Classroom Block rehabilitation at Alebelebe P/S on page 45

of the AWP and on page 338 of the 5 Yr. DDP.

iii) 4 Classroom Block rehabilitation at Arwot P/S on page 46 of

the AWP and on page 338 of the 5 YR DDP.

iv) 2 Classroom Block construction at Ogengo P/S on page 46 of

the AWP and on page 337 of the 5 Yr. DDP.

The prioritized

investment

activities in the

approved AWP

for the current

FY are derived

from the

approved five-

year

development

plan, are

based on

discussions in

annual reviews

and

budget

conferences

and

have project

profiles

Maximum 5

points on this

performance

measure.

• Project profiles

have been

developed and

discussed by TPC

for all investments

in the

AWP as per LG

Planning

guideline: score 2.

Project profiles were developed and appeared on pages 208 to

236 of the DDP of 2015/16-2019/20. The profiles were prepared

as per LG Planning guidelines, presented to TPC for discussion

and approval on 3rd May, 2018 under Min.05/04/2018 item No.5

of the Agenda.

Annual

statistical

abstract

developed and

applied

Maximum 1

point on this

performance

measure

• Annual statistical

abstract, with

gender-

disaggregated data

has been compiled

and presented to

the TPC to support

budget allocation

and decision-

making- maximum

score 1.

The District Annual Statistical Abstract for 2017/18 was developed,

produced and signed by Hon. Okello Denish Johnson, the (District

LC V Chairman) and Mr Oketayot Christopher James- (the

Stastician) on 10th April 20018.

A Draft document was presented to TPC in their meeting of 11th

January 2018 and discussed under Min. 05/01/2018 to support

designing, planning, implementation e.t.c of LG programmes.

Investment

activities in the

previous FY

were

implemented

as per AWP.

Maximum 6

points on this

performance

measure.

• Evidence that all

infrastructure

projects

implemented by

the LG in the

previous FY were

derived from the

annual work plan

and budget

approved by the

LG Council: score

Infrastructure projects implemented by the Alebtong District in the

FY 2017/2018 were derived from the Annual Work Plan and

Budget approved by the LG Council reference pages as in the

table below:

Project

Pg. In AWP Pg. in Budget

4 Classroom block renovation at Orupu P/S

157

4 Classroom block renovation at Oboo P/S

4 Classroom block renovation at Oyengolwedo P/S

55 21

2 Classroom block renovation at Angicakide P/S

55 22

Completion of staff house at Aloi S/C HQs

86 6

Reroofing of the procurement unit office

Completion of Aloi S/C HQs

86 6

District HQs compound design and beautification

86 6

Construction of Council Hall Podium

86 6

Procurement of 1 motor cycle

86 6

Solar panel and accessories installation at the District HQs

86 6

Furniture for Council Hall

86 6

Furniture for ICT Resource Centre

86 6

Procurement of the operational lamp for Alebtong HC IV

101 16

Completion of a Maternity Ward at Amugu HC III

101

Renovation of DHOs Office 102 17

Completion of the District production office 149 12

Solar installation at Plant Clic & production office 148 12

Demonstration cage fishing farming at Awameri Dam 96 12

22 deep borehole rehabilitation 113 30-31

Drilling of 9 boreholes 112 30-31

Construction of public latrine at Amugu market 112 30

Construction of low cost sealing road around District HQs 153

Rehabilitation of Tedwii-Orupu Road 157 26

P/Maintenance of Obile-Ogowie-Amugu Road (13.4 km) 61 26

Rehabilitation of Abongodyang-Awali junction Road 61 26

Mechanized R/Maintenance Adwong-Amugu Road (8 km) 61

Mechanized R/Maintence Olengo TC-Anara (9 km) 61 26

Mechanized R/Maintenance ALE TCKOLWONGA-ALEBTONG TC

( 7 km) 61 26

Mechanized R/Maintained Akula-Abia TC (16 km) 61 26

Mechanized R/Maintenance Ajobi-Odeye Road (6.1 km) 61 26

Investment

activities in the

previous FY

were

implemented

as per AWP.

Maximum 6

points on this

performance

measure.

• Evidence that the

investment projects

implemented in the

previous FY were

completed as per

work plan by end

for FY.

o 100%: score 4

o 80-99%: score

o Below 80%: 0

All the 31 investment projects in the approved AWP for FY

2017/18 were completed. This was 100% completion rate.

Examples of such projects were:

1. Renovation of 4 classroom block at Arupu P/S

2. Construction and completion of Aloi S/C HQ office.

3. Construction and completion of maternity ward at Amugu HC

III

4. Drilling of 9 boreholes.

The LG has

executed the

budget for

construction of

investment

projects and

O&M for all

major

infrastructure

projects during

the previous

Maximum 4

points on this

Performance

Measure.

• Evidence that all

investment projects

in the previous FY

were completed

within approved

budget – Max. 15%

plus or minus of

original budget:

score 2

The District budget for the infrastructure investments for FY

2017/18 was shs.1,375,597,000 while actual implementation cost

was shs.1,283,799,000. The implementation cost was

shs.91,798,000 (6.67%) below the original budget.

The LG has

executed the

budget for

construction of

investment

projects and

O&M for all

major

infrastructure

projects during

the previous

Maximum 4

points on this

Performance

Measure.

• Evidence that the

LG has budgeted

and spent at least

80% of the O&M

budget for

infrastructure in the

previous FY: score

Although there was no budgetary provision for O&M for the

infrastructures in FY under review, the following payments were

undertaken in this direction:

1. Repair of solar systems at the Administration block VR. No.

7810dated 05/08/2017 shs.1,250,000.

2. Repair and replacement of sanitary system in District HQs

VR. No. 0547 dated 05/10/2017 for shs.465,000

3. Replacement of door locks for the toilets on VR. No. 0894

dated 06/02/2018 for shs.450,000

4. Repair of Administration Block VR.0316 dated 10/03/2018 for

shs.150,000.

Human Resource Management

LG has

substantively

recruited and

appraised all

Heads of

Departments

Maximum 5

points on this

Performance

Measure.

• Evidence that the

LG has filled all

HoDs positions

substantively:

score 3

The Customized Staff Structure was approved by Council on 30th

November, 2016 vide minute No. 22/3ADC/2016/17.

The structure was forwarded to MoPS for approval on 12th

December, 2016 and through letter Ref. ARC135/306/01 dated

13th January, 2017, MoPS approved Alebtong District Staff

Structure.

The Staff structure provided for Nine HoDs excluding that of

Administration.

The position of the CFO was substantively filled by; Andeoye

Stephene appointed on promotion and transfer from Kotido DLG

on 3rd May, 2013 by letter Ref. ADM/156/2 as directed by DSC

56/2013.

The positions with officers in acting capacities were; Community

Based Services, Health, Natural Resources, Works, Production

and Education.

The Assessment team further noted that although the Staff

structure provided for position of HoD Trade, Commerce, Industry

and Local Economic Development, there was no officer even in

acting capacity.

LG has

substantively

recruited and

appraised all

Heads of

Departments

Maximum 5

points on this

Performance

Measure.

• Evidence that

HoDs have been

appraised as per

guidelines issued

by MoPS during

the previous FY:

score 2

The HoDs were appraised by the CAO through filling of

Performance Agreement at the start of FY 2017/18.

The reviewed HoDs files all had Performance Agreements with

clear targets signed by the CAO and individual HoDs. However

save for the file of the CFO, the others did not have Performance

reports to show the performance scores and CAO’s comments.

The CAO rated the CFO’s performance excellent.

The LG DSC

has considered

all staff that

have been

submitted for

recruitment,

confirmation

and disciplinary

actions during

the previous

FY.

Maximum 4

points on this

Performance

Measure.

• Evidence that 100

% of staff

submitted for

recruitment have

been considered:

score 2

In Accordance with the authority under the provisions of article

200(1) of the Constitution of the Republic of Uganda 1995 and

section 55 (1) of the Local Government Act, Cap 243 (as

amended), Alebtong DSC held its 64th meeting held on 9th

September, 2017, 16th September, 2017, 17th September, 2017

and on 20th September, 2017 under minute DSC/121/2017

considered all the 11 submitted staff to be offered appointment on

probation as Education Assistant II Scale U7 with effect from the

date of assumption of duty.

The LG DSC

has considered

all staff that

have been

submitted for

recruitment,

confirmation

and disciplinary

actions during

the previous

FY.

Maximum 4

points on this

Performance

Measure.

• Evidence that 100

% of positions

submitted for

confirmation have

been considered:

score 1

During the FY under review, 148 staff were presented to DSC for

confirmation.

In Accordance with the authority under the provisions of article

200(1) of the Constitution of the Republic of Uganda 1995 and

section 55 (1) of the Local Government Act, Cap 243 (as

amended), Alebtong DSC held its 63rd DSC meeting held on; 25th

August, 2017, 30th August, 2017, 11th September, 2017 and 14th

September, 2017 and under minute; DSC/96/2017 confirmed all

the 148 staff.

The LG DSC

has considered

all staff that

have been

submitted for

recruitment,

confirmation

and disciplinary

actions during

the previous

FY.

Maximum 4

points on this

Performance

Measure.

• Evidence that 100

% of positions

submitted for

disciplinary actions

have been

considered: score

One case of forgery of a release letter for Dokolo DLG by Owani

Jimmy; Education Assistant II was presented to the DSC.

In Accordance with the authority under the provisions of article

200(1) of the Constitution of the Republic of Uganda 1995 and

section 55 (1) of the Local Government Act, Cap 243 (as

amended), Alebtong DSC held the 65th DSC meeting held on 7th

through to 9th February, 2018 and under minute DSC/34/2018

terminated the probation appointment arising from minute

DSC09/2017.

Staff recruited

and retiring

access the

salary and

pension payroll

respectively

within two

months

Maximum 5

points on this

Performance

Measure.

• Evidence that

100% of the staff

recruited during the

previous FY have

accessed the

salary payroll not

later than two

months after

appointment: score

The LG was using the IPPS which was updated on posting of the

appointed staff.

The appointed 11 Education Assistant II officers all accessed the

Payroll in March, 2018 following their appointment on 20th

November, 2017 as directed by DSC minute No. DSC/121-8/2017

and the subsequent posting on 24th January, 2018 as evidenced

below;

1. Odung Walter of IPPS No. 1018058 received UGX 469,335 as

indicated on the March, 2018.

2. Aleng Morris, IPPS No. 1018073 and Ocato Morrish, IPPS No.

1018069 each received UGX 469,335 in March, 2018.

Staff recruited

and retiring

access the

salary and

pension payroll

respectively

within two

months

Maximum 5

points on this

Performance

Measure.

• Evidence that

100% of the staff

that retired during

the previous

FY have accessed

the pension payroll

not later than two

months after

retirement: score 2

Four staff retired during the FY 2017/18. None of the four

accessed the payroll within a timeline of two months.

The delay in accessing the payroll was attributed to the failure to

fully decentralise the pension management which has caused

procedural delays at MoPS during the auditing of the submitted

files submitted by the LG.

Revenue Mobilization

The LG has

increased LG

own source

revenues in the

last financial

year compared

to the one

before the

financial year

(last FY year

but one)

Maximum 4

points on this

Performance

Measure.

•• If increase in

OSR (excluding

one/off, e.g. sale of

assets) from

previous FY but

one to previous FY

is more than 10 %:

score 4.

• If the increase is

from 5%

-10 %: score 2.

• If the increase is

less than 5 %:

score 0.

Total OSR for FY 2016/2017 was Shs112,351,963 (Page 20 of

Audited Final Accounts FY2016/2017) ; while

Total OSR for FY 2017/2018 was Shs 153,560,045 (Page 29 of

Draft Final Accounts FY2017/2018). Hence there was an

Increase of Shs…41,208,082 resulting into a

Percentage of 37%

Notes about Calculations

• Shs140,493,463(OSRFY2016/17) Minus Shs 28,141,500

(Disposal of Assets page 20 of Audited Accounts FY20162017) =

Shs 112,351,963 (Net Amt OSR FY2016/17)

• Increase Shs 41,208,082= Shs 153,560,04 (OSRFY

2017/2018) minus Shs 112,351,963 (OSRFY 2916/2017)

• % increase=

Shs 41,208,082 x 100

Shs 112,351,963

= 36,6% = 37%

Percentage increase in OSR was 37%

Reason advanced for increased Local Revenue Collections was

that

the Senior Accountant in Charge of Revenue and CFO were

moving together with members of the Standing Committee for

Finance and Administration in a bid to enhance Local revenue

collections. This Strategy of involving the Political Leadership

yielded results in the form of increased Revenue Collections.

LG has

collected local

revenues as

per budget

(collection

ratio)

Maximum 2

points on this

performance

measure

• If revenue

collection ratio (the

percentage of local

revenue collected

against planned for

the previous FY

(budget realisation)

is within

+/- 10 %: then

score 2. If more

than +/- 10 %:

Score 0.

Total Local Revenue Planned/Budgeted (Original not Revised

budget) for FY 2017/2018 was Shs368,085,000 (Page 13 of Draft

Final Accounts FY2017/2018); while .

Total Local Revenue collected during FY 2017/2018 was Shs

153,560,045 (Page 29 of Draft Final Accounts FY 2017/2018)

This resulted into a revenue collection ratio of 42% leaving a

deficit of 58%= (100%-41%)

The District Local Government Officials opposed the option of

considering the Original Approved Budget revised yet there was

a provision within the Law to do the same

Local revenue

administration,

allocation and

transparency

Maximum 4

points on this

performance

measure.

• Evidence that the

District/Municipality

has remitted the

mandatory LLG

share of local

revenues: score 2

Local Revenue collections subjected to sharing with LLGs was

Shs55,601,150 (Page 29 of the Draft Final Accounts FY

2017/2018); The

amount of local revenue remitted to LLGs was Shs…4,500,000

as per Vr 0107 dtt 9th August,2017,Payee Manager DFCU Bank

Lra Branch distributed to the following Sub counties thru’ their

bank A/Cs

Abako S/C = Shs 500,000

Aloi S/C = Shs 500,000

AmuguS/C = Shs 500,000

Apala S/C= Shs 500,000

Awei S/C Shs 500,000

Omoro S/C Shs 500,000

Alebtong TC Shs 500,000

Abla S/C Shs 500,000

Akura S/c Shs 500,000

Total 4,500,000

The District was Supposed to remit Shs 36,140747 ( 55,601,150

X65= Shs 36,140747

100

The District retained funds meant for LLG as follows; 36,140,747 -

4,500,000 equals to a net of 31,640,747. This was done to offset

the funds that were being owed by the LLGs in accordance with

section 85(3) of the Local Governments Act CAP243 as amended.

Local revenue

administration,

allocation and

transparency

Maximum 4

points on this

performance

measure.

• Evidence that the

total Council

expenditures on

allowances and

emoluments-

(including from all

sources) is not

higher than 20% of

the OSR collected

in the previous FY:

score 2

Total expenditure on Council allowances during FY 2017/2018

Shs 88,709,000 ( Extracted from 79Payment Vouchers Schedule

dated 25th September,2018 Authenticated by CFO Stephen

Andeyo Mob 0392,130,088, 0752,515,370)

PAT picked a copy filed and came along with it,

Percentage…79%.

Notes

% Exp of Total Council Expenditure=

Shs 88,709,00 X 100= 79%

Shs 112,351,963 OSR FY (2016/2017)

Expenditure on Council allowances during FY2017/2018 of 79%

was over and above the required 20% of the previous FY

2016/2017 local revenue realized.

However, the district local Government was granted permission by

the Minister of Local Government to spend a total of Shs

49,674,000 over and above 20% limit on emoluments and

allowances as per letter dated 26th March 2018 referenced

ADM/F.55/01. This was in accordance with Sections 4.4A of the

First Schedule to the Local Governments Act CAP 243 as

amended

Procurement and contract management

The LG has in

place the

capacity to

manage the

procurement

function

Maximum 4

points on this

performance

measure.

• Evidence that the

District has the

position of a Senior

Procurement

Officer and

Procurement

Officer (if

Municipal:

Procurement

Officer and

Assistant

Procurement

Officer)

substantively filled:

score 2

The LG did not have a Senior Procurement Officer and a

Procurement Officer.

At the time of the assessment, Okwir Isaac a SAS attached to the

Land Board was caretaking the office following the assignment of

duty letter referenced ADM/156/2 of 4th June, 2018

The LG has in

place the

capacity to

manage the

procurement

function

Maximum 4

points on this

performance

measure.

• Evidence that the

TEC produced and

submitted reports

to the Contracts

Committee for the

previous FY: score

The appointed EC for the LG Procurements for the FY 2017/2018

produced evaluation reports with technical and clear

recommendations to the Contracts Committee as evidenced by;

The completion of Sub County Chief’s house at Aloi, the EC

whose membership comprised of the; Owera John Bosco, a

Planner, Alany Jimmy Max Civil Engineer, Puche David a Senior

Engineer and Otile Peter a Senior Accounts Assistant on 28th

February, 2018 vide minute No. 28/2/2018 recommended to the

CC the best evaluated bidder; Ms Nyonymac Enterprises Limited

to be awarded the contract at UGX UGX 34,606,629

The Construction of a 2 classroom block and supply of 72 three

seater desks to Olaoilongo Community School was evaluated by;

Owera John Bosco, a Planner, Alany Jimmy Max Civil Engineer,

Puche David a Senior Engineer and Otile Peter a Senior Accounts

Assistant and in their report signed on 29th January, 2018, the EC

members recommended that M/s Dreamers Enterprises Ltd the

best evaluated bidder be awarded the contract by the CC at

Contract price UGX 150,804,972

The LG has in

place the

capacity to

manage the

procurement

function

Maximum 4

points on this

performance

measure.

• Evidence that the

Contracts

Committee

considered

recommendations

of the TEC and

provide

justifications for

any deviations from

those

recommendations:

score 1

The Contracts Committee considered recommendations of the EC

and in all the awarded contracts, the PAT did not note any

deviations from the EC recommendations, for instance:

For the completion of Sub County Chief’s house at Aloi, the EC on

28th February, 2018 vide minute No. 28/2/2018 recommended to

the CC the best evaluated bidder; Ms Nyonymac Enterprises

Limited to be awarded the contract at UGX UGX 34,606,629.

The CC upheld the EC recommendations and in its meeting held

on 5th March, 2018 through minute No. Aleb/cc/min/55/2018

awarded the tender to M/s Nyonymac Enterprises Limited.

For the Construction of a 2 classroom block and supply of 72

three seater desks to Olaoilongo Community School, the EC on

29th January, 2018 recommended that M/s Dreamers Enterprises

Ltd the best evaluated bidder be awarded the contract by the CC

at Contract price UGX 150,804,972.

During its sitting of 6th February, 2018 under minute No.

Aleb/cc/min/44a/2018, the CC awarded the Contract to M/s

Dreamers Enterprises Limited.

The LG has a

comprehensive

Procurement

and Disposal

Plan covering

infrastructure

activities in the

approved AWP

and is followed.

Maximum 2

points on this

performance

measure.

• a) Evidence that

the procurement

and Disposal Plan

for the current year

covers all

infrastructure

projects in the

approved annual

work plan and

budget and b)

evidence that the

LG has made

procurements in

previous FY as per

plan (adherence to

the procurement

plan) for

the previous FY:

score 2

The infrastructure projects in the FY 2018/19 Procurement and

Disposal Plan (PDP) corresponded with those in the AWP, for

instance; the Low cost sealing of 0.7km Odur-Yosam road on

page 57 of AWP and PDP item No. 1 under the DDEG funded

projects.

The PDP for FY 2017/18 corresponded well with the respective

AWP for example; item No. 31 of PDP; Rehabilitation of 4-

classroom Block at Oboo Primary School appeared on page 22

under the Education Work Plan.

The LG has

prepared bid

documents,

maintained

contract

registers and

procurement

activities files

and adheres

with

established

thresholds.

Maximum 6

points on this

performance

measure.

• For current FY,

evidence that the

LG has prepared

80% of the bid

documents for all

investment/

infrastructure by

August 30: score 2

The Assessment Team sampled and reviewed some projects for

the FY 2018/19 and noted that the PDU had prepared their the

Bid documents for instance;

- the Low cost sealing of 0.7km Odur-Yosam road at UGX

356,426,000.

The LG has

prepared bid

documents,

maintained

contract

registers and

procurement

activities files

and adheres

with

established

thresholds.

Maximum 6

points on this

performance

measure.

• For Previous FY,

evidence that the

LG has an updated

contract register

and has complete

procurement

activity files for all

procurements:

score 2

The LG had a Vote book used as the Contracts Register capturing

all the executed Contracts for FY 2017/2018.

The register was up to date as it captured the Rehabilitated

Akakowo Dam completed on 26th June, 2018.

The LG has

prepared bid

documents,

maintained

contract

registers and

procurement

activities files

and adheres

with

established

thresholds.

Maximum 6

points on this

performance

measure.

• For previous FY,

evidence that the

LG has adhered

with

procurement

thresholds (sample

5 projects):

score 2.

All the procurements undertaken during the FY under review

complied with Regulation 33(3) of the LGs (Public Procurement

and Disposal of Public Assets) Regulations 2006 Thresholds for

procurement of Works (1a and 1b), thresholds for procurement of

supplies and services (2a and 2b), micro procurement (3) and

community purchase (4). The LG used two procurement methods;

Open Domestic and Restrictive/Selective bidding. This was

evident from the sample of five indicated below;

Open Domestic Bidding, i. e Procurements with Price above UGX

100M were;

a) Completion of staff house at Aloi Sub County; Procurement Ref.

No. Aleb/588/works/2017- 2018/00013 with Contract sum UGX

34,006,629 was advertised in the New Vision of Tuesday, January

31, 2017 page 47 .with a bid security of UGX 1.2M.

b) Completion of two classrooms at Olaoilongo Community School

under Procurement Ref. Aleb/588/Works/2016/2017/00048

advertised in the New Vision of Tuesday, January 31, 2017 with

bid security of 3M.

c) Construction of 2-classroom block and supply of 72 desks at

Olaoilong Procurement Ref. No. Aleb/588//wrks/2017/2018/00006

advertised in the New Vision of 1st December, 2017 with bid

security of UGX 2M.

Restrictive/Selective Bidding was applied to;

a. Procurement; Aleb/588/sup/2017/18/00016; Supply of 150

female goats to Amugu Sub County at contract price UGX 21M

b. Procurement; Aleb/588/supplies/2017-2018/00021; Supply of

25 Oxen to Awei Sub County at Contract Price of UGX 24,125,000

The LG has

certified and

provided

detailed project

information on

all investments

Maximum 4

points on this

performance

measure

• Evidence that all

works projects

implemented in the

previous FY were

appropriately

certified – interim

and completion

certificates

for all projects

based on technical

supervision: score

There was evidence that the LG certified and provided detailed

project information on all investments example;

Construction of a 2-class room block at Anginakide P/S funded

using SFG by Gudul Enterprises Ltd reference No.

Aleb588/wks/2017-18/00001 at a contract price of

Ugx.66,808,141

• Progress report and measurement sheet were dated 28th

March,2018.

• Interim Certificate No.1 issued on 28th March,2018 amounting to

UGX 29,015,098

• Interim Certificate No.2 was issued on 11th June,2018 UGX

34,206,679

• Interim Certificate No.3 issued on 29th June,2018 UGX

3,586,464

Construction of a 2-class room block at Adyanglim P/S funded

using DDEG by Amen Enterprises Ltd Reference No.

Aleb588/wkrs/2017-18/00002 at a contract price of

Ugx.67,526,774

• Progress report and measurement sheet were dated 17th April,

2018.

• Interim Certificate No.1 issued on 17th April,2018 amounting to

UGX 29,662,840

• Interim Certificate No.2 was issued on 27th June,2018 UGX

31,254,560

• Interim Certificate No.3 issued on 29th June,2018 UGX

3,586,464

Construction of low-cost sealing of Amuka road (0.47km) and

Obote Avenue (0.54) by Bestways Contractors Ltd reference No.

Aleb588/wkrs/2017-18/00005 at a contract price of UGX

336,078,722

• Progress inspection report was dated 17th May,2018

measurement sheet dated 16th May, 2018

• Interim Certificate No.1 issued on 17th May,2018 UGX

284,771,916

Spot improvement of Teewao swamp on Akura-Alira P/S junction

to Anyanga HCII by Twinex Investment Ltd reference price of UGX

16,885,900

• Progress inspection report was written on

21st May,2018

• Interim Certificate No.1 issued on 25th May,2018 UGX

16,885,900

The LG has

certified and

provided

detailed project

information on

all investments

Maximum 4

points on this

performance

measure

• Evidence that all

works projects for

the current FY are

clearly labelled

(site boards)

indicating: the

name of the

project, contract

value, the

contractor; source

of funding and

expected duration:

score 2

There were no civil works projects for the current FY 2018/19

neither rolled over projects from FY 2017/18. However, during our

field inspection some of the completed projects FY 2017/18 like

the construction of a 2-class room block at Adyanglim P/S had no

label and no information about project was displayed.

Financial management

The LG makes

monthly and up

to-date bank

reconciliations

Maximum 4

points on this

performance

measure.

• Evidence that the

LG makes monthly

bank

reconciliations and

are up to-date at

the time of the

assessment: score

The District Local Government made monthly bank

reconciliations and were up to date as at 31st August 2018 at the

time of this Performance Assessment for the following sampled

Cash books/bank /Accounts.

• Works and Technical Services A/C No 01053500153140 at

DFCU Lira

• LGMSD A/C 01983501001253 at DFCU Lira

• Education A/C No 01983501002602 at DFU Lira

• Community Based Services A/C 01933501001254 at DFCU

Lira

• Natural Resources A/C N0 01983501001255 at DFCU.Lra.

• Danida A/C 01983501002793 at DFCU Lira

• General Operations A/C01053500047533 at DFCU Lira.

• Health Department A/C

• Production Department A/C 120040163 at

Housing Finance Bank Lira

• NUSAF 3A/C 019825010026 at DFCU Lira.

• Uganda Sanitation Fund A/C s2290512966

At KCB Lira

The District Local Government was operating a Manual

Accounting system and the process of installing e net work cables

for IFMS was on going at the District headquarters at the time of

this Performance Assessment.

The LG made

timely payment

of suppliers

during the

previous FY

Maximum 2

points on this

performance

measure

• If the LG makes

timely payment of

suppliers during

the previous FY

– no overdue bills

(e.g. procurement

bills) of over 2

months: score 2.

The District Local Government made timely payments of suppliers

during the previous FY2017/2018. This was evidenced from the

following sampled payment Vouchers.

Voucher No 08/06/2018 dated 29th June,2018,Amount Shs.

947,520 paid to PN Akwanga Abac U Ltd Foundation Stores

being payment of retention money for Supply of 144 3 seater

Desks to Amuria, Awelokuricok , Amugu Quoran and Omarari

Primary Schools

• Certificate issued on 29th June, 2018.

• Request for payment made on 27th June,2018

• Request endorsed by the DEO on 29TH June, 2018.

• Payment effected on 29th June, 2018.

• Payment made promptly within a period of 2days.

VoucherNo22/06/2018,dated 26th une,2018,Amount Shs

140,814,382,paid to Ebowa Investments Ltd BOX 442,Lira for

Drilling of 9 Boreholes.

Certificate issued on 20th June,2018

Request for payment made on 26th June,2018

Request for Payment endorsed by the District water officer on

26th June, 2018.

• Payment effected on 26th June2018

• Payment effected promptly within a period of 6days.

The LG

executes the

Internal Audit

function in

accordance

with the LGA

section 90 and

procurement

regulations

Maximum 6

points on this

performance

measure.

• Evidence that the

LG has a

substantive Senior

Internal Auditor: 1

point.

• LG has produced

all quarterly

internal audit

reports for the

previous FY: score

The District had a Senior Internal Auditor in the names of Alex

Ojom Mob 0785186176 as per Appointment letter dated 9th

February,2018 Ref. ADM/156/2.

Similarly, Alebtong District Service Commission in its sitting of 9th

February, 2018 under Minute No, DSC/33/2018 had directed that

Alex Ojom be Offered appointment on Promotion to the Post of

Senior Internal Auditor.

Additionally, on top of being a Senior Internal Auditor at the

District, Alex Ojom was assigned to act as a District Principal

Internal Auditor as per letter dated7th June,2018 Ref ADM/156/2

The LG

executes the

Internal Audit

function in

accordance

with the LGA

section 90 and

procurement

regulations

Maximum 6

points on this

performance

measure.

• LG has produced

all quarterly

internal audit

reports for the

previous FY: score

Quarterly Internal Audit Reports for FY 2017/2018:

Quarter Date of report Reference

Quarter 1 19th Jan 2018 CRD/D/207/2

Quarter 2 10TH Feb,2018 None

Quarter 3 30th April 2018 None

Quarter 4 10th September 2018

None.

The functionality of the Internal Audit department was evidenced

by the 4quaterly Internal Audit reports that were produced with

copies to relevant Authorities including Ministry of Local

Government, Office of the Auditor General among others

The LG

executes the

Internal Audit

function in

accordance

with the LGA

section 90 and

procurement

regulations

Maximum 6

points on this

performance

measure.

Evidence that the

LG has provided

information to the

Council and LG

PAC on the status

of implementation

internal audit

findings for the

previous financial

year i.e. follow up

on audit queries

from all quarterly

audit reports: score

There was no documentary evidence that the LG had provided

information to the Council and LG PAC on the status of

implementation of internal audit findings for the FY2017/2018 i.e.

follow up on audit queries from all quarterly audit reports

Number of queries raised Number of queries cleared Number

of queries pending

None 12

The LG

executes the

Internal Audit

function in

accordance

with the LGA

section 90 and

procurement

regulations

Maximum 6

points on this

performance

measure.

• Evidence that

internal audit

reports for the

previous FY were

submitted to LG

Accounting Officer,

LG PAC and LG

PAC has reviewed

them and followed-

up: score 1.

There was evidence that Internal Audit reports for the FY

2017/2018 were submitted to the Accounting Officer and LGPAC

respectively. However, there was no evidence that the Accounting

Officer had taken action and LGPAC had reviewed them.

FY 2017/2018:

Quarter Date of submission Reference for report review

Quarter 1 30th October,2017

None

Quarter 2 10th Feb,2018 None

Quarter 3 39TH April,2018

None

Quarter 4 10th Sep2018 None

The LG

maintains a

detailed and

updated assets

Maximum 4

points on this

performance

measure.

• Evidence that the

LG maintains an

up- dated assets

details on

buildings, vehicle,

etc. as per format

in the accounting

manual: score 4

There was an attempt to compile an Assets register but not

conclusively done. The District Local Government had one Single

Assets Register as opposed to the requirement of having three

categories of Registers stipulated on page 167 to 168 of Local

Governments Financial and Accounting Manual 2007. The

district officials were taken mentored on how to compile the 3

required assets registers using the Formats outlined in the Local

Governments Financial and Accounting Manual. 2007. The 3

categories of asset registers the Assesses were told to compile

included register for Land And Buildings, Register for Motor

Vehicles and Heavy Machinery. Register for Fixed Assists

General. The District Local Government was still on a manual

System and had not been connected to IFMS

The LG has

obtained an

unqualified or

qualified Audit

opinion

Maximum 4

points on this

performance

measure

Quality of Annual

financial statement

from previous FY:

• Unqualified audit

opinion: score 4

• Qualified: score 2

•

Adverse/disclaimer:

score 0

The District Local Government obtained Unqualified Audit opinion

for FY 2017/2018

Governance, oversight, transparency and accountability

The LG

Council meets

and discusses

service delivery

related issues

Maximum 2

points on this

performance

measure

• Evidence that the

Council meets and

discusses service

delivery related

issues including

TPC reports,

monitoring reports,

performance

assessment results

and LG PAC

reports for last FY:

score 2

The District Council met and discussed service delivery related

issues as evidenced in the minute extracts below:

? On 27th July 2017 under Min.9/3ADC/2018/18 discussed:

Standing committee report from Finance, Administration,

Marketing and Natural Resources.

? On 30th November 2017 under Min.29/3ADC/2017/18

discussed: Standing committee reports b) Works and Technical

Services.

? On 15th February 2018 under Min. 36/ADC/2017/18

discussed: Approval of additional funding to production

department.

? On 29th March 2018 under Min. 45/3ADC/2017/18 discussed:

Laying of budget estimates for FY 2018/19

? On 31st May 2018 under Min. 54/3ADC/2017/18 discussed:

Nomination of 1 member of District Service Commission.

Minutes were kept loosely on a file folder which exposed the

documents to easy removal by unauthorised persons.

The LG has

responded to

the feedback/

complaints

provided by

citizens

Maximum 2

points on this

Performance

Measure

• Evidence that LG

has designated a

person to

coordinate

response to feed-

back (grievance

/complaints) and

responded to

feedback and

complaints: score

In his letter ref CR 156/3 and dated 6th July, 2016 , the CAO

appointed and assigned Mr Okello Delion the Assistant Records

Officer, the duties of a District website Focal Point person to

coordinate among others, response to grievances/complaints.

The LG has

responded to

the feedback/

complaints

provided by

citizens

Maximum 2

points on this

Performance

Measure

• The LG has

specified a system

for recording,

investigating and

responding to

grievances, which

should be

displayed at LG

offices and made

publically available:

score 1

Although there were suggestion boxes outside the office of CAO,

at the gallery and health offices, the complaints were being

handled by the District Rewards and Sanctions Committee which

would advise the management to take decision. However, it was

noted that this committee was more concerned with the discipline

of the civil servants and not complaints/grievances raised by the

local citizens and therefore it was difficult to establish if there was

existence of a proper system for recording, investigating and

responding to grievances raised by the local citizens.

The LG shares

information

with citizens

(Transparency)

Total maximum

4 points on this

Performance

Measure

Evidence that the

LG has published:

• The LG Payroll

and Pensioner

Schedule on public

notice boards and

other means: score

The District payroll and pensioner schedules for the month of

August, 2018 were publicised on the public Notice Board found on

the 2nd level of the main administration block. Similar documents

for the previous months i.e. for July, 2018 were on a folder and

were seen by the PAT.

The LG shares

information

with citizens

(Transparency)

Total maximum

4 points on this

Performance

Measure

• Evidence that the

procurement plan

and awarded

contracts and

amounts are

published: score 1.

At the time of this assessment, the procurement plan and

schedules of awarded contracts, it was claimed, had been

removed from the Notice Board at the offices of the Procurement

Unit but removed documents could not be retrieved and for that

reason there was no dependable evidence to prove that at one

time there were displayed.

The LG shares

information

with citizens

(Transparency)

Total maximum

4 points on this

Performance

Measure

• Evidence that the

LG performance

assessment results

and implications

are published e.g.

on the

budget website for

the previous year

(from budget

requirements):

score 1.

Dissemination of performance assessment results for 2016/17

was done by postings on the Notice Board on 1st level of the main

administration offices. The following were examples displayed:

? Annex 1: On compliance to Accountability Requirements

where district was ranked No. 9 out of 138 entrants.

? Annex 2: On Cross-cutting Performance results where district

was ranked 41 out of 138 entrants.

? Among the sector rankings, the Education performance

assessment results, the district was ranked 24 out of 138

entrants.

The LGs

communicates

guidelines,

circulars and

policies to

LLGs to

provide

feedback to the

citizens

Maximum 2

points on this

performance

measure

• Evidence that the

HLG have

communicated and

explained

guidelines,

circulars and

policies issued by

the national level to

LLGs during

previous FY: score

There was evidence that the District communicated and explained

guidelines, circulars and policies issued from the Centre as

indicated in the examples below:

i) A report compiled by the District Planner addressed to CAO

entitled: Technical Backstopping of LLGs on work-planning,

budget preparation and dissemination of DDEG guidelines dated

28th March, 2018 where 18 participants attended the two

sessions.

ii) Other issues were disseminated to CEOs of the LLGs

attending TPC meetings for example in one held on 22nd March

2018 under Min.04/03/2018 in which IPFs from the Centre were

disseminated. In another meeting of 23rd November, 2017 under

Min. 05/11/2017 policy on Budget Framework Paper was

disseminated.

The LGs

communicates

guidelines,

circulars and

policies to

LLGs to

provide

feedback to the

citizens

Maximum 2

points on this

performance

measure

• Evidence that LG

during the previous

FY conducted

discussions (e.g.

municipal urban

fora, barazas, radio

programmes etc.)

with the public to

provide feed-back

on status of activity

implementation:

score 1.

A baraza was conducted on 8th December 2017at Omoro P/S and

a report was produced dated 18th December 2017 signed by Mr

Aula James the District PAS entitled “Annual Marking Anti-

Corruption Week”.

Other feedback activity to the public was done through a Press

Release Statement on 13th November 2017 in regard to the

alleged discrepancies in the approved Budget Estimates for FY

2017/18. It was signed by Mr Mbaagwa M Abdunoor, the CAO

then.

Social and environmental safeguards

The LG has

mainstreamed

gender into

their activities

and planned

activities to

strengthen

women’s roles

Maximum 4

points on this

performance

measure.

• Evidence that the

LG gender focal

person and CDO

have provided

guidance and

support to sector

departments to

mainstream

gender,

vulnerability and

inclusion into their

activities score 2.

There was no evidence that the Gender focal point officer

provided guidance and support to sector departments. For

instance, in all the following meetings there was no such guidance

given: :-

• Minutes of 30th. August.2017 of Health, Education, Gender

and Community Based Services

• Minutes of the 25th.Oct.2017 of Health, Education and

Community Services

• Minutes of the 21st of May 2018, Health, Education, Gender

and Community Development

• Minutes of Alebtong District Council of 31st. May. 2018.

• Minutes of Alebtong Dist. Counc. Of 29th. 03. 2018. March.

2018-09-25

• Minutes of Alebtong District Council of the 27th. July.2018

• Unreferenced and loose copies of generic notes on gender

mainstreaming seen.

• Budget Conference minutes of the 31st. October.2017 seen,

no mention of the Community Development Sector nor

contribution, in terms of neither guidance nor support seen in the

minutes.

• The annual Monitoring Report seen was for Financial Year

2016/17

• Annual Community Based Services Department performance

report for 2016/2017, dated 20th.07.2017 to the Chief

Administrative Officer seen, (Dates were contradicting)

The LG has

mainstreamed

gender into

their activities

and planned

activities to

strengthen

women’s roles

Maximum 4

points on this

performance

measure.

• Evidence that the

gender focal point

and CDO have

planned for

minimum 2

activities for current

FY to strengthen

women’s roles and

address

vulnerability

and social

inclusions and that

more than 90 % of

previous year’s

budget for gender

activities/

vulnerability/ social

inclusion has been

implement-ted:

score 2.

Total approved Budget for Community Based Services for the

sector was shs 1,870,410,977/-

The following were spent on strengthening womens’ roles and

address vulnerability:-

1. Support women and PWDs with Income Generating Activities

(agricultural supplies) as well as management skills at

shs.1,515,065,308 picked on page 15-annex of the draft final

accounts, for FY 2017/18

2. Workshop and seminars in gender- mainstreaming for CDWs

in LLGs at shs.69,634,700 picked from the draft final accounts

page 15-annex.

3. Un defined workshop and seminar at shs.275,000,

shs.2,070,000, shs.2,300,000, shs.2,000,000 for agricultural

supplies all appearing on pages 14& 15 of the draft final accounts

FY 2017/18

To calculate 90% spent;

Shs.1,591,345,008/1,870,410,977x100=85%. This was less than

the 90% required

Financial year 2018/2019, the Community based department

planned for the following:-

1. Training PWDs on Project Management Skills 920,000

2. Economic support to 9 groups of PWDs at 23,985,000/-

3. Gender mainstreaming workshops 23, 154,000/-

LG has

established

and maintains

a functional

system and

staff for

environmental

and social

impact

assessment

and land

acquisition

Maximum 6

points on this

performance

measure

• Evidence that

environmental

screening or EIA

where appropriate,

are carried out for

activities, projects

and plans and

mitigation

measures are

planned and

budgeted for: score

From the following sampled projects there was no evidence of

environmental screening or EIAs Undertaken:

a) Construction of a meat and fish stall at Amugu market

1.No screening files

2.1. No Monitoring reports

3.2. No ESMP Review

4.3. No Certification Forms

b) Road construction and rehabilitation from Tecwao swamp on

Akura Alira Primary School junction

1. No ESMP seen

2. No screening forms seen

3. No monitoring report seen

No certification by Environmental Officer

LG has

established

and maintains

a functional

system and

staff for

environmental

and social

impact

assessment

and land

acquisition

Maximum 6

points on this

performance

measure

• Evidence that the

LG integrates

environmental and

social management

and health and

safety plans in the

contract bid

documents: score

No evidence that the LG integrated environmental and social

management and health safety plans in the contract bid

documents. The following projects were sampled:-

1. Construction of 2 stance VIP latrine at Abako S/C HQs.

- No social management, health and safety plans seen in the

contract Bid documents

2. Construction of a 2 stance VIP latrine at Amugu market

- No social management, health and safety plans seen in the

contract bid document.

3. Construction of a fish hatchery Phase 2

- No environmental and social management and health safety

plans seen in the bid document sampled.

4. Excavation of 2 fish ponds at tangelo village Aloi

- No social management and environment nor health safety

guards seen in the bid documents seen.

5. Construction of a slaughter slab at and installation of 2 flag

poles at Town Council.

- No social management and environmental nor health of social

safety plans seen in the bid document sampled.

LG has

established

and maintains

a functional

system and

staff for

environmental

and social

impact

assessment

and land

acquisition

Maximum 6

points on this

performance

measure

• Evidence that all

projects are

implemented on

land where the LG

has proof of

ownership (e.g. a

land title,

agreement etc..):

score 1

No proof of ownership was seen by the time PAT left the LG,

much as they had promised to provide details of ownership for the

following;

1.Awei Subcounty HQs

2.Aloi SS

3.Apala SS

4. Amugo Agro Tech.Institute

5.Akii Bua SS

Institutions with Deed plans:-

1. Alebtong civic Area

2. Amugu Subcounty HQs

3. Alebtong Health Centre iv

4. Amugu Health centre III

5. Apala Health Center III

6. Abako Health Centre III

7. Omoro Health Centre III

8. Alanyi St. Theresa Girls SS

9. Omoro SS

10. Abako Subcounty HQs

11. Amugo SS

LG has

established

and maintains

a functional

system and

staff for

environmental

and social

impact

assessment

and land

acquisition

Maximum 6

points on this

performance

measure

• Evidence that all

completed projects

have

Environmental and

Social Mitigation

Certification Form

completed and

signed by

Environmental

Officer and CDO:

score 1

The following sampled completed projects did not have

Environmental and Social mitigation Certification form completed

and signed by the Environmental Officer and CDO.

- Rehabilitation of Awei Health centre 2 OPD block

- Rehabilitation of 4 classroom block at Oboo Prim. School

- Partial fencing of Omoro sub county headquarters

- Road construction and rehabilitation from Tecwao swamp on

Akura Alira Primary School junction

- Construction of meat and fish stall at Amugu market

LG has

established

and maintains

a functional

system and

staff for

environmental

and social

impact

assessment

and land

acquisition

Maximum 6

points on this

performance

measure

• Evidence that the

contract payment

certificated

includes prior

environmental and

social clearance

(new one): Score 1

Contract payment certificates seen did not have prior

environmental and social clearance safeguards nor environmental

completion certificates as seen in the following completed, and in

use projects:-

- 2 stance VIP Latrine at Abako Sub county HQs.

- 5 stance VIP latrine at Amugu market

- Excavation of 2 fish ponds at Tangala village Aloi

- Road construction of Obile to Amugu

- Completion of sub County Chief house at Awei S/C.

LG has

established

and maintains

a functional

system and

staff for

environmental

and social

impact

assessment

and land

acquisition

Maximum 6

points on this

performance

measure

• Evidence that

environmental

officer and CDO

monthly report,

includes a)

completed

checklists,

b) deviations

observed with

pictures, c)

corrective actions

taken. Score: 1

Only 2 reports for 2 projects dated 19th. September.2017 and

19th.October. 2017 made by the environmental officer seen.

No completed checklists with deviations seen.

588 Alebtong District Education Performance

Measures 2018

Summary of

requirements

Definition of

compliance

Compliance justification Score

Human resource planning and management

The LG education

de- partment has

budgeted and

deployed teachers

as per guidelines (a

Head Teacher and

minimum of 7

teachers per school)

Maximum 8 for this

performance

measure

• Evidence that the LG

has budgeted for a Head

Teacher and minimum of

7 teachers per school (or

minimum a teacher per

class for schools with

less than P.7) for the

current FY: score 4

LG budgeted for a head teacher and a minimum of

Primary School Teachers for FY 2018/19. Total

budget was shs.6,210,795,000. The budget covered

75 head teachers and 936 teachers.

The LG education

de- partment has

budgeted and

deployed teachers

as per guidelines (a

Head Teacher and

minimum of 7

teachers per school)

Maximum 8 for this

performance

measure

• Evidence that the LG

has deployed a Head

Teacher and minimum of

7 teachers per school (or

minimum of a teacher

per class for schools with

less than P.7) for the

current FY: score 4

There were 75 government aided P/S. The LG had

deployed a head teacher and minimum of 7 teachers

per school for the FY 2018/19. For instance;

1. Odwe Julius Peter CR/D/00528 deployed to Alanyi

P/S together with 19 teachers.

2. Owera Charles CR/D/00951 deployed as head

teachers to Amononeno P/S together with 14 teachers

3. Otim Joel Magezi deployed as caretaker head

teacher to Angoltok P/S along with 9 teachers

4. Agel Moses CR/D/00877 deployed as head

teacher to Abako P/S along with 14 teachers

5. Odongo Mike deployed as head teacher to

Tyengar P/S along with 14 teachers

6. Jamtoo Nancy CR/D/01562 deployed as head

teacher to Okut P/S along with 14 teachers.

LG had deployed a head teacher along with at least 7

teachers in each of the 75 Primary Schools.

LG has substantively

recruited all primary

school teachers

where there is a

wage bill provision

Maximum 6 for this

performance

measure

• Evidence that the LG

has filled the structure for

primary teachers with a

wage bill provision

o If 100%: score 6

o If 80 - 99%: score 3

o If below 80%: score 0

LG had filled the structure over and above the primary

teachers wage bill for FY 2018/19

Primary Education wage allocation for Alebtong district

for FY 2018/2019 was shs.6,210,795,000 picked from

page 42 of the budget.

Wage bill for primary teachers in post for FY

2018/2019 was shs.6,387,257,196

%wage provision (posts filled for primary school

teachers with a wage bill provision) = 102 %

There was a shortfall of 2% of the wage budget for FY

2018/2018 amounting to 176,462,196/=

The LG had notified Ministry of Finance about this

problem on letter dated 27th August, 2018 on

reference CR/D/1115/1 with a heading- shortfall in

wage bill allocation.

LG has substantively

recruited all positions

of school inspectors

as per staff structure,

where there is a

wage bill provision.

Maximum 6 for this

performance

measure

• Evidence that the LG

has substantively filled all

positions of school

inspectors as per staff

structure, where there is

a wage bill provision:

score 6

LG had two positions of Inspector of Schools

according to the approved staff establishment Ref.

ARC135/306/01 and dated 13th January, 2017. Both

positions were filled as follows;

1. Olwit Moses Ocen – CR/D/01994 was Senior

Inspector of Schools appointed on 3rd May, 2013

under the direction of DSC Minute no.69/2013.

2. Aloro Ario Rolex- CR/D/00323 was appointed

Inspector of schools on 24th April, 2011 under the

direction of Dokolo DSC minute no.030/2011 on behalf

of Alebtong LG.

The LG Education

department has

submitted a

recruitment plan

covering primary

teachers and school

inspectors to HRM

for the current FY.

Maximum 4 for this

performance

measure

Evidence that the LG

Education department

has submitted a

recruitment plan to HRM

for the current FY to fill

positions of

• Primary Teachers:

score 2

The department had prepared and submitted a

recruitment plan to HRM which was received by the

registry on 8th January, 2018. The plan was declaring

the following positions;

1. Gap of 367 Education Assistants II

2. Gap of 63 head teachers

3. Gap of 15 head teachers

The position of inspector of schools was not included

because it was already substantively filled.

The LG Education

department has

submitted a

recruitment plan

covering primary

teachers and school

inspectors to HRM

for the current FY.

Maximum 4 for this

performance

measure

Evidence that the LG

Education department

has submitted a

recruitment plan to HRM

for the current FY to fill

positions of

• School Inspectors:

score 2

The department had substantively all the tow positions

of Inspector of schools and there was no need for a

recruitment plan indicating the said position

Monitoring and Inspection

The LG Education

department has

conducted

performance

appraisal for school

inspectors and

ensured that

performance

appraisal for all

primary school head

teachers is

conducted during the

previous FY.

Maximum 6 for this

performance

measure

Evidence that the LG

Education department

has ensured that all head

teachers are appraised

and has appraised all

school inspectors during

the previous FY

• 100% school

inspectors: score

School inspectors had been appraised for FY 2017/18

as follows;

1. Aloro Ario Rolex was appraised 1st July, 2018. He

was commended for his dedication and commitment to

work

2. Olwit Moses Ocen was appraised 1st July, 2018.

The LG Education

department has

conducted

performance

appraisal for school

inspectors and

ensured that

performance

appraisal for all

primary school head

teachers is

conducted during the

previous FY.

Maximum 6 for this

performance

measure

Evidence that the LG

Education department

has ensured that all head

teachers are appraised

and has appraised all

school inspectors during

the previous FY

• Primary school head

teachers o 90 - 100%:

score 3

o 70% and 89%: score 2

o Below 70%: score 0

All head teachers had been appraised for Calendar

year 2017. For Instance;

1. Bua Charles of Amugo Quran P/S appraised 19th

February, 2018. Comment was “satisfactory

performance”

2. Akullo Milly of Apala P/S was appraised 14th

February, 2018

3. Ogand Tom of Telela P/S was appraised on 15th

January, 2018

4. Odyek Bernard of Alanyi P/S was appraised on

23rd January, 2018

5. Odwee Julius Peter was appraised on 17th

January, 2018

6. Obira James of Amuria P/S was appraised 2nd

February, 2018

7. Okonye Robert of Anara P/S was appraised on

23rd December, 2017

8. Aluka Jaspher of Awiny-Oru P/S was appraised

7th February, 2018

All head teachers appraised in calendar year 2017 per

statutory requirement.

Sample= 8

Appraised =8

Percentage 8/8x100=100%

The LG Education

Department has

effectively

communicated and

explained guidelines,

policies, circulars

issued by the

national level in the

previous FY to

schools

Maximum 3 for this

performance

measure

• Evidence that the LG

Education department

has communicated all

guidelines, policies,

circulars issued by the

national level in the

previous FY to schools:

score 1

The following circulars were seen in the circular file;

1. Enforcement of standard operating procedure for

private schools in Uganda dated 5th February, 2018.

There was no evidence of dissemination FY 2017/18

2. Phasing out of implementation USE programme in

private schools dated 19th January, 2018

3. Guidelines on school charges dated October 24,

2017

4. Enforcing closure of illegal schools dated 26th

March, 2018

The following circulars as picked at national level were

not seen at the schools at the time of assessment.

Circular of Stop Malaria, Circular on MDD in schools

as well as Circular about Early closure and opening of

schools. None of the schools visited had circular,

guidelines or policies on their file. The following

schools were visited and the said circulars above were

not seen; Okut P/S, Tyengar P/S, Adyanglim P/S,

Abako P/S as well as Alanyi P/S.

The LG Education

Department has

effectively

communicated and

explained guidelines,

policies, circulars

issued by the

national level in the

previous FY to

schools

Maximum 3 for this

performance

measure

• Evidence that the LG

Education department

has held meetings with

primary school head

teachers and among

others explained and

sensitised on the

guidelines, policies,

circulars issued by the

national level: score 2

A meeting with head teachers to disseminate new

supervision tool for SMC/PTA Chairpersons, Head

Teachers and Deputy Head Teachers was held on

15th August, 2017. Under Minute no.4/2017, the DIS

noted that head teachers should ensure that they

have records of activities on file for easy access.

On 4th August, 2018 the DEO met teachers to discuss

conduct of mock exams

The LG Education

De- partment has

effectively inspected

all registered primary

schools2

Maximum 12 for this

performance

measure

• Evidence that all

licenced or registered

schools have been

inspected at least once

per term and reports

produced:

o 100% - score 12

o 90 to 99% - score 10

o 80 to 89% - score 8

o 70 to 79% - score 6

o 60 to 69% - score 3

o 50 to 59 % score 1

o Below 50% score 0.

Inspection report for third term 2017 was seen on file

at the time of assessment. The report raised pertinent

issues including; Abia p/S pupils were found sitting of

the floor, the sign posts for almost all schools in the

LG had become so old; making of lesson plans by

teachers was inconsistent, amongst others.

Amongst the recommendations were; surplus desks at

Akwete P/S to be relocated to Abia P/S, time table to

be available in all classes for easy follow-up, e.t.c

Inspection report for term II, 2018 indicated that all 75

government aided schools were inspected. No

evidence that any of the 45 community or licensed

private schools were inspected. Inspection reports for

private schools that were on file seen by PAT and

dated 21st December, 2017, 20th February, 2018

were solely for licensing purposes of majorly Nursery

Schools including; Holy Kids, New Trinity, Bright

Junior, Omuka Highland, Mother Care and Awei Junior

Nursery schools.

No evidence of inspection of the above schools at

least once per term in FY 2017/18.

Only one inspection report was seen at Alanyi Primary

School dated 28th June, 2018. At Abako P/S, the DEO

visited 24th April, 2017 to undertake a consultative

meeting with head teachers of Awei and Abako. This

was outside the period of assessment thus cannot

score. No inspection report seen at Adyanglim for

period considered for assessment. No inspection

report seen at Tyengar P/S. Last but not least, two

inspection reports dated 2nd July, 2018, 12th July,

2017 were seen at time of assessment.

For the sampled schools, the LG had not inspected all

schools at least once each as per statutory

requirement. To calibrate the inspection percentage;

2/5x100=40%

2 stood for number of schools inspected in sample

5 stood for sampled schools

LG Education

department has

discussed the

results/ reports of

school inspec- tions,

used them to make

recommendations for

corrective actions

and fol- lowed

recommendations

Maximum 10 for this

performance

measure

• Evidence that the

Education department

has discussed school

inspection reports and

used reports to make

recommendations for

corrective actions during

the previous FY: score 4

A meeting held on 25th June, 2018 discussed

inspection reports as follows;

About inadequate desks in schools, head teachers

were asked to repair all broken desks.

Meeting held 2nd June, 2018, under minute

5/06/2018- the meet resolved that head teacher tracks

and submit monthly reports about teachers. Minutes

were no signed.

Meeting held 15th September, 2018, under

minute5/09/2017. However, minutes were not signed.

LG Education

department has

discussed the

results/ reports of

school inspec- tions,

used them to make

recommendations for

corrective actions

and fol- lowed

recommendations

Maximum 10 for this

performance

measure

• Evidence that the LG

Education department

has submitted school

inspection reports to the

Directorate of Education

Standards (DES) in the

Ministry of Education and

Sports (MoES): Score 2

Inspection reports were submitted to DES as follows;

1. Term 2 submitted on 27th August, 2018

2. Term 3, 2017 & Term 1, 2018 submitted 23rd

August, 2018

LG Education

department has

discussed the

results/ reports of

school inspec- tions,

used them to make

recommendations for

corrective actions

and fol- lowed

recommendations

Maximum 10 for this

performance

measure

• Evidence that the

inspection

recommendations are

followed- up: score 4.

No evidence that this was seen by PAT during

assessment.

The LG Education

department has

submitted

accurate/consistent

reports/date for

school lists and

enrolment as

per formats provided

by MoES

Maximum 10 for this

performance

measure

• Evidence that the LG

has submitted

accurate/consistent data:

o List of schools which

are consistent with both

EMIS reports and PBS:

score 5

LG submitted data on list of schools at 75 consistent

with PBS and EMIS dated 4th May, 2018

The LG Education

department has

submitted

accurate/consistent

reports/date for

school lists and

enrolment as

per formats provided

by MoES

Maximum 10 for this

performance

measure

Evidence that the LG has

submit-

ted accurate/consistent

data:

• Enrolment data for all

schools which is

consistent with EMIS

report and PBS: score 5

LG submitted data on enrolment at 134,114 consistent

with PBS and EMIS dated 4th May, 2018

Governance, oversight, transparency and accountability

The LG committee

re- sponsible for

education met,

discussed service

delivery issues and

pre- sented issues

that require approval

to Council

Maximum 4 for this

performance

measure

• Evidence that the

council committee

responsible for education

met and discussed

service delivery issues

including inspection,

performance assessment

results, LG PAC reports

etc. during the previous

FY: score 2

There was evidence that the Council Committee

responsible for education met and discussed service

delivery issues, for instance;

1. Meeting held on 22nd December, 2017 under

Min.16.17, members recommended that SMC should

take up the mantle of monitoring absenteeism of

teacher in their various schools, e.t.c. 7 committee

members were in attendance.

2. Meeting on 25th October, 2017 under Min.12.1

discussed allocation of shs.182m to special needs for

FY2017/18

3. Meeting on 22nd March, 2018 under Min.24.2

discussed third term 2017 school inspection report.

Nine members were in attendance.

4. Meeting on 21st May, 2018 discussed budget

scrutiny for the sector under Min.32.4.

The LGAC held meetings on dates 29th December,

2017 to deliberate on internal audit report for FY

ended 2016/17. Some of the queries raised and

PGPAC remarks were;

1. Funds amounting to shs.1,525,000 not fully

accounted for by Otyeno Bonny. The officer did not

appear before PAC and it was recommended the

officer to be invited again.

2. Okello Bosco did not provide account on spending

shs.3,814,000 meant to conduct DPAC sitting.

Voucher to be brought to LGPAC for verification.

PAC only sat once in FY 2017/18 instead of once per

quarter, reason being lack of funds to facilitate the

committee sittings.

However, no evidence that performance assessment

results were discussed during the committee sector

meetings

The LG committee

re- sponsible for

education met,

discussed service

delivery issues and

pre- sented issues

that require approval

to Council

Maximum 4 for this

performance

measure

• Evidence that the

education sector

committee has presented

issues that require

approval to Council:

score 2

The Committee responsible for Education had

presented issues that required approval by Council in

a report dated 25th May, 2018. Some of the issues

presented included;

1. Renovation of 2 classrooms at Ogengo P/S at

shs.78m.

2. Shs.62m be utilized to rehabilitate 4 classrooms at

Aloi P/S

Council meeting on 31st May, 2018 under Min.53.4

upheld the recommendation of the sub-Committee to

construct 2 classrooms at Ogengo P.7 school without

furniture at shs.78m- instead of renovating 4

classrooms in the same school. Under Min.53.5,

Council guided that 4 classroom block be rehabilitated

in Aloi High P.7 school at 62m instead of 70m. Council

upheld the recommendation. Under Min.53.27, council

passed the education budget totaling to

shs.10,557,832,000

Primary schools in a

LG have functional

SMCs

Maximum 5 for this

performance

measure

Evidence that all primary

schools have functional

SMCs (estab- lished,

meetings held,

discussions of budget

and resource issues and

submission of reports to

DEO/ MEO)

• 100% schools: score 5

• 80 to 99% schools:

score 3

• Below 80 % schools:

score 0

There was evidence all primary schools in the LG had

functional SMCs. For instance;

1. Abako P/S held meeting for 2nd term 2018 on

19th June, 2018. Under Min.2/2018/5 discussed

formation of boarding committee, authorized

watchman to take charge of stray animals, e.t.c . On

1st March, 2018 under MIN1/2018/3c discussed

budget approval.

2. Amononeno P/S held meeting for Term Two,

2018 on 19th September, 2018. Discussed planning

for term 2, amongst others. Meeting on 12th February,

2018 under Min.5/02/2018 discussed performance of

school in PLE. Term 3, 2017 meeting held on 13th

November, 2017 under min05/11/2017 discussed

construction of teachers house, rehabilitation of one

classroom block of 3 classes

3. Alanyi P/S held meeting on 15th June, 2018 to

among others present financial report for term one

under min4/1/18

4. Tyengar P/S SMC held meeting on 12th June,

2018 and received report on construction of teachers

house- discussed under minute. 4/12/6/18, meeting

held 13th February, 2018 discussed collection of

teachers incentives from parents under min.4/13/2/18

5. Okut P/S SMC held meetings on 4th June, 2018

under min.06/Joint/June/2018 and discussed stray

animals on the school premises, 7th December, 2017,

22 November, 2017, 4th December, 2017 under

Min.05/5/2017. Amongst issues discussed include;

construction of more teachers houses, report for 2nd

term totaling to shs.572,000.

The LG has

publicised all schools

receiving non- wage

recurrent grants

Maximum 3 for this

performance

measure

• Evidence that the LG

has publicised all schools

receiving non-wage

recurrent grants

e.g. through posting on

public notice boards:

score 3

LG had publicized all the 75 schools receiving non-

wage recurrent grants- through posting on notice

board inside the administration block of the district.

Post included releases for term 3, 2017 as well as

term I & II, 2018. Post was signed by the DEO

Procurement and contract management

The LG Education

department has

submitted input into

the LG procurement

plan, complete with

all technical

requirements,

to the Procurement

Unit that cover all

items in the

approved Sector

annual work plan

and budget

Maximum 4 for this

performance

measure

• Evidence that the

sector has submitted

procurement input to

Procurement Unit that

covers all investment

items in the approved

Sector annual work plan

and budget on time by

April 30: score 4

Sector submitted procurement input to the

Procurement Unit that covereds all investment items in

the approved sector AWP. The in- puts were

submitted 25th April, 2018 under letter dated 24th

April, 2018. The Plan had 4 investment projects as

below;

1. Rehabilitation of 4classroom block and installation

of lightening arrestors- page 1 of 3 in procurement

plan and page 142 of AWP

2. Rehabilitation of 4 classroom block at Alebelebe

P/S- page 2of 3 and page 142 of AWP

3. Construction of 2 classroom block at Agenga P/S-

page 3 of 3 and page 142 of AWP

Financial management and reporting

The LG Education

department has

certified and initiated

payment for supplies

on time

Maximum 3 for this

performance

measure

• Evidence that the LG

Education departments

timely (as

per contract) certified

and recommended

suppliers for payment:

score 3.

There was documentary evidence that that the LG

Education departments timely (as per contract)

certified and recommended suppliers for payment: as

per the following Sampled Payment Vouchers

Voucher No 08/06/2018 dated 29th June, 2018

Amount Shs. 947,520 Payee PN AKWANGA ABAC

(U) Ltd Foundation Stores.

Purpose Payment for Retention Funds for supply of

144 3 -Seater Desks to Amuria, AWELOKURICOK

,Amugu Quoran and Omarari Primary Schools.

• Certificate issued on 29th June,2018

• Claim for Payment made on 27th June,2018

• Claim endorsed by the District Education Officer

on 29th June 2018

• Payment effected on 29th June, 2018

• Payment effected promptly with a period of 2 days.

Voucher No 12/06/2018 dated 29th June, 2018,

amount Shs. 33,754,332 Payee Paradym Investments

Ltd Box 806 Mukono Tel 0392620211 Purpose

Rehabilitation of 4classroom block at Oboro Primary

School.

• Claim for payment made on 25th June,2018

• Certificate for work done issued on 29th June,

2018.

• Claim endorsed by the District Education Officer

on 29th June,2018

• Payment effected on 29th June,2018

• Payment effected promptly within a period of

4days.

The LG Education

department has

submitted annual

reports (including all

quarterly reports) in

time to the Planning

Unit

Maximum 4 for this

performance

measure

• Evidence that the

department submitted

the annual performance

report for the previous

FY (with availability of all

four quarterly reports) to

the Planner by 15th of

July for consolidation:

score 4

The Ag. DEO prepared and submitted to Planner the

Annual Performance Report dated 5th July, 2018.

The quarterly reports were prepared and submitted to

the Planner as follows;

Q1 as submitted 11th October, 2017

Q2 was submitted 9th January, 2018

Q3 was submitted 12th April, 2018

Q4 was submitted 5th July, 2018

Same reports were submitted by PBS to Planner per

statutory requirement

LG Education has

acted on Internal

Audit recom-

mendation (if any)

Maximum 4 for this

performance

measure

• Evidence that the

sector has provided

information to the

internal audit on the

status of implementation

of all audit findings for

the previous financial

year

o If sector has no audit

query

score 4

o If the sector has

provided information to

the internal audit on the

status of imple-

mentation of all audit

findings for the previous

financial year: score 2

o If all queries are not

respond-

ed to score 0

There was no documentary evidence that the sector

had provided information to the internal audit on the

status of implementation of all audit findings for the FY

2016/2017

Number of queries raised Number of

queries cleared Number of

queries pending

3 0

LGPAC functionality was wanting as only one report

on un-referenced letter dated 29th December, 2017

was availed to the Performance Assessment Team for

Verification.

Social and environmental safeguards

LG Education

Department has

disseminated and

promoted adherence

to gender guidelines

Maximum 5 points

for this performance

measure

• Evidence that the LG

Education department in

consultation with the

gender focal person has

disseminated guidelines

on how senior

women/men teachers

should provide guidance

to girls and boys to

handle hygiene,

reproductive health, life

skills, etc.: Score 2

The education department conducted a training

workshop to disseminate guidelines to Senior a total of

150 Women/Men Teachers across all UPE schools in

the district. Training took place on 16th April, 2018 at

Abletong Primary School. The following thematic areas

were covered during the training;

- Scope of guidelines

- Intended users

- National environmental health policy

- Public Health Act 2000

- E.t.c

There was no evidence that the gender focal person

was involved in planning and implementation of this

exercise.

LG Education

Department has

disseminated and

promoted adherence

to gender guidelines

Maximum 5 points

for this performance

measure

• Evidence that LG

Education department in

collaboration with gender

department have issued

and explained guidelines

on how to manage

sanitation for girls and

PWDs in primary

schools: score 2

The same training above was used to issue guidelines

on how to manage sanitation for girls. However, no

evidence that guidelines on sanitation with PWDs were

issued nor the gender focal person involved.

LG Education

Department has

disseminated and

promoted adherence

to gender guidelines

Maximum 5 points

for this performance

measure

• Evidence that the

School Management

Committee meets the

guideline on gender

composition: score 1

SMCs met the guidelines on composition of gender.

For instance;

1. Amononeno P/S Committee was appointed on

22nd January, 2016. The Committee had 13 members

with 3 female members.

2. Okut P/S P/S SMC with 13 members and 3 female

committee members.

3. Alanyi P/S SMC was appointed 22nd January,

2016 with 13 members including 3 female committee

members

4. Abako P/S had 13 committee members

comprising of 3 female members, appointed 22nd

January, 2016

5. Adyanglim P/S had 13 committee members with 2

female members, appointed 22nd January, 2016

SMC term of office were almost expiring so the DEO

had written a letter dated 10th September, 2018

informing stakeholders in the respective schools to

start the process of nominating new SMC members- to

replace the outgoing Committees

LG Education

department has

ensured that guide-

lines on

environmental

management are

dissemi- nated and

complied with

Maximum 3 points

for this performance

measure

• Evidence that the LG

Education department in

collaboration with

Environment department

has issued guidelines on

environmental

management (tree

planting, waste

management, formation

of environmental clubs

and environment

education etc.): score 1:

A letter written to all head teachers on 4th July, 2017

appealed to them to ensure that mitigation measures

about the environment were put in place and they

included;

• Planting not less than 200 seedlings of different

varieties of trees

• There was also a report on energy conservation

issued in conjunction with the environmental officer

• Issued guidelines for the development of school

talking environment

LG Education

department has

ensured that guide-

lines on

environmental

management are

dissemi- nated and

complied with

Maximum 3 points

for this performance

measure

• Evidence that all school

infrastructure projects

are screened before

approval for construction

using the checklist for

screening of projects in

the budget guidelines

and where risks are

identified, the forms

include mitigation

actions: Score 1

There was no evidence that infrastructure projects

were screened before approval for construction using

checklist for screening projects in the budget

guidelines for completed projects in FY 2017/18

LG Education

department has

ensured that guide-

lines on

environmental

management are

dissemi- nated and

complied with

Maximum 3 points

for this performance

measure

• The environmental

officer and community

development

officer have visited the

sites to checked whether

the mitigation plans are

complied with: Score 1

There was no evidence that mitigation plans were

complied with.

588 Alebtong District Health Performance

Measures 2018

Summary of

requirements

Definition of

compliance

Compliance justification Score

Human resource planning and management

LG has substantively

recruited primary

health care workers

with a wage bill

provision from PHC

wage

Maximum 8 points for

this performance

measure

Evidence that LG

has filled the

structure for

primary health care

with a wage bill

provision from PHC

wage for the

current FY

• More than 80%

filled: score 8

• 60 – 80% -

score 4

• Less than 60%

filled: score 0

PHC wage allocation for Alebtong district for FY 2018/2019

was 1,050,363,000 (page 6 of the District Health work

plan)

PHC wage for health workers in post for FY 2018/2019 was

1,031,279,892

%wage provision (posts filled for primary health care

workers with a wage bill provision) = 98.2% resulting into a

score of 8.

There was a surplus of 1.8% of the wage budget for FY

2018/2018 amounting to 19,083,106/

The LG Health

department has

submitted a

comprehensive

recruitment plan for

primary health care

workers to the HRM

department

Maximum 6 points for

this performance

measure

Evidence that

Health department

has submitted a

comprehensive

recruitment

plan/re- quest to

HRM for the

current FY,

covering the

vacant positions of

primary health care

workers: score 6

Alebtong DLG health department was human resource

constrained. The staffing norm for PHC workers was 225

while those in post were only 131 representing staffing

level of only 58%.

Recruitment plan to cover the staffing gap was submitted

by DHO on 12th May 2018 (submission letter not

referenced) and was received by CAO on the same day of

12th May 2018.

The recruitment plan included key critical cadres in health

care service delivery. These were: A DHO, 1 Senior

Medical Officer, 7 midwives, 7 Enrolled nurses, Aesthetic

Officer among others.

The LG Health

department has

conducted

performance appraisal

for Health Centre IVs

and Hospital In-

charge and ensured

performance

appraisals for HC III

and II in-charges are

conducted

Maximum 8 points for

this performance

measure

Evidence that the

all health facilities

in-charges have

been appraised

during the previous

FY:

o 100%: score 8

o 70 – 99%: score

o Below 70%:

score 0

Four (4) out of the 5 sampled health facilities in-charges

(75%) were appraised in the financial year 2017/2018 as

indicated below:

• In-charge Alebtong HC IV Dr. Jimmy Amuku had not been

appraised because he had been Incharge of the health HC

IV for only 4 months. The appraisal form of the previous

incharge could not be traced.

• In-charge Abako HC III Okoti Bonny was apprised on 30th

July 2018. Appraiser’s comment “Due for confirmation”

• In-charge Apala HC III, Oluma Tonny was appraised on

12th September 2018.

Appraiser’s comment “Hard working officer, recommended

for promotion”

• In-charge Awei HCII, Loger Rebecca was appraised on

30th July 2018. Appraiser’s comment “Hard working

officer”

• In-charge Akora HCII Awilli Jennifer was appraised on

30th July 2018. Appraiser’s comment “Very committed and

competent”

The Local

Government Health

department has

deployed health

workers across health

facilities and in

accordance with the

staff lists submitted

together with the

budget in the current

FY.

Maximum 4 points for

this performance

measure

• Evidence that

the LG Health

department has

deployed health

workers in line with

the lists submitted

with the budget for

the current FY, and

if not provided

justification for

deviations: score 4

The LG allocated health workers in line with lists submitted

with the budget for FY 2018/2019 in PBS system.

Alebtong DLG had 1 HC IV, 4 HC IIIs and 10 HC IIs. The

health department had a staffing norm of 225 staff of which

131 were in post with a gap of 94 health workers. The DHO

had submitted a recruitment plan to fill 21 of the 94 vacant

posts on 15th May 2018, (Letter not referenced).

The PAT reviewed approved staff list and compared it with

the actual numbers of health workers at the health facilities

The PAT sampled the following facilities:

• Alebtong HC IV, 41 staff were deployed out of the 48

staffing norm

• Abako HC III 10 staff were deployed out of the 19 staffing

norm

• Apala HC III: 14 were deployed out of the 19 staffing

norm

• Awei HC II: 4 health workers were deployed out of the 9

required staffing norm.

• Akura HC III: 6 out the required 9 staff were deployed

At each facility, the staff list matched with the deployment

list at DHO’s office.

Monitoring and Supervision

The DHO/MHO has

effectively

communicated and

explained guidelines,

policies, circulars

issued by the national

level in the previous

FY to health facilities

Maximum 6 for this

performance measure

• Evidence that

the DHO/ MHO has

communicated all

guidelines, policies,

circulars issued by

the national level in

the previous FY to

health facilities:

score 3

Copies of the following guidelines were received by DHO’s

office in financial year 2017/2018 and were available in the

sampled health facilities as indicated below: The visited

health facilities were

• Alebtong HC IV

• Apala HC III

• Akure HC II

• Awei HC II

• Abako HC III

• Approached to healthcare waste management, second

edition 2013 was available at Aleptong HC IV, Abako HC III

and Apala HC III

• Introduction of Rota virus vaccine dated 15 March 2018

was available in all facilities.

• Service standards and service delivery standards for the

health sector July 2016 was available in all health facilities

• Immunization in Practice for Uganda, June 2017 was

available in all health facilities

• Prostate cancer, Information, Education and

Communication for health workers, first edition November

2017 was available at Aleptong HC IV, Abako HC III and

Apala HC III

• Childhood cancer, Information, Education and

Communication for health workers, first edition April 2018

was available at Aleptong HC IV, Abako HC III and Apala

HC III

• Breast cancer, Information, Education and

Communication for health workers, First edition December

2017 was available at Aleptong HC IV, Abako HC III and

Apala HC III

• Prostate cancer, Information, Education and

Communication for health workers, First edition November

2017, was available at Aleptong HC IV, Abako HC III and

Apala HC III

• Uganda Clinical guidelines, 2016 was available in all

health facilities

Therefore, there was evidence to show that policies,

guidelines and circulars from the center are received at the

health facilities

The DHO/MHO has

effectively

communicated and

explained guidelines,

policies, circulars

issued by the national

level in the previous

FY to health facilities

Maximum 6 for this

performance measure

• Evidence that

the DHO/ MHO has

held meetings with

health facility in-

charges and

among others

explained the

guidelines, policies,

circulars issued by

the national level:

score 3

• The DHT together with health unit incharges held a

meeting on 30th May 2018. Among issues that discussed

were the health care waste management guidelines as

evidenced from the quarterly DHMT report dated 30th May

2018, minute 03/5/18: Communication from the chair.

The LG Health

Department has

effectively provided

support supervision to

district health services

Maximum 6 points for

this performance

measure

Evidence that

DHT/MHT has

supervised 100%

of HC IVs and

district hospitals

(including PNFPs

receiving PHC

grant) at least once

in a quarter: score

Alebtong District had 1 HC IV and no hospital.

The PAT looked at evidence that the DHT had conducted 4

quarterly integrated technical support supervision visits to

the health HC IV.

Only 3 out of the required 4 integrated technical support

supervision reports to the HC IV for the four quarters were

presented with clear action points on gaps identified during

the support supervision.

Reports were submitted on the following dates.

Quarter 1: 27th October 2018

Quarter2: 7th January 2018

Quarter3: 22nd April 2018

Quarter4: 17th July 2018

Therefore, the DHT conducted all the 4 mandatory

technical support supervision visits to the HC IV (at least

once each quarter) during financial 2017/2018

The LG Health

Department has

effectively provided

support supervision to

district health services

Maximum 6 points for

this performance

measure

Evidence that

DHT/MHT has

ensured that HSD

has super- vised

lower level health

facili- ties within the

previous FY:

• If 100%

supervised: score

• 80 - 99% of the

health facilities:

score 2

• 60% - 79% of

the health facilities:

score 1

• Less than 60%

of the health

facilities: score 0

Four HSD quarterly technical support supervision reports

were available at DHO’s office.

The reports indicated that quarterly support supervision

visits had been conducted as follows:

Q1: 10th August 2017

Q2: 30th January 2018

Q3: 27th February 2018

Q4: 30th May 2018

However, PAT while visiting the sampled health facilities

established that a few technical support supervision visits

had been conducted by the HSD as indicated below:

Abako HC III was supervised in quarters 3 and 4

Awei HC II was supervised in quarters 3 and 4

Akora HC II was supervised during quarter 4 only

Apala HC III was uspervised during quarter 4 only

The evidence was derived from the MOH facility

supervision book at each health unit.

So, out of the 12 technical support supervision visits that

were expected in financial 2017/2018 (4 visits for each of

the 4 facilities) there was evidence that the HSD conducted

only 6 translating into 58%

The LG Health

department (including

HSDs) have discussed

the results/reports of

the support

supervision and

monitoring visits, used

them to make

recommendations for

corrective actions and

followed up

Maximum 10 points

for this performance

measure

• Evidence that

all the 4 quarterly

reports have been

discussed and

used to make

recommendations

(in each quarter)

for corrective

actions during the

previous FY: score

There was evidence that quarterly DHT support

supervision reports were discussed to make

recommendations.

For example:

During support supervision for quarter 3, Apala HC III was

visited on 31st April 2018. The supervising team found

gaps in leadership of the facility and recommended

transfer of the incharge to a health Centre IV where he

would gain more leadership skills. The supervising team

had also noted shortage of human resource in some

facilities which warranted redeployment of staff. A DHT

Meeting was held on 30th May 2018 and discussed the

supervision findings and under minute 6/5/18: Reactions

and way forward, it was resolved that DHO writes to CAO

about redeployment of staff.

The LG Health

department (including

HSDs) have discussed

the results/reports of

the support

supervision and

monitoring visits, used

them to make

recommendations for

corrective actions and

followed up

Maximum 10 points

for this performance

measure

• Evidence that

the recom-

mendations are

followed

– up and specific

activities

undertaken for

correction: score 6

Following the DHT Meeting which was held on 30th May

2018 and discussed the supervision findings and under

minute 4/6/18: Reactions and way forward, and it resolved

that DHO writes to CAO about redeployment of staff, the

DHO wrote to CAO on 6th August 2018 and requested him

to effect transfer of staff as per the transfer schedule which

was attached. The DHO cited minute 4/6/18 as evidence

that DHT had discussed staff redeployment based on the

need to improve service delivery in Alebtong district.

The LG Health

department has

submitted accurate/

consistent

reports/data for health

facility lists receiving

PHC funding as per

formats provided by

MoH

Maximum 10 for this

performance measure

• Evidence that

the LG has

submitted

accurate/consistent

data regarding:

o List of health

facilities receiving

PHC funding,

which are

consistent with

both HMIS reports

and PBS: score 10

Alebtong DLG had 13 health facilities that benefited from

PHC. Of the 13 health facilities, 10 were public, 2 were

PNFPs and 1 was PFP.

The August HMIS reports were submitted between 3rd-7th

September 2018. Reports were entered into DHIS2 system

for health reporting. All facilities benefitting from PHC (13)

reported HMIS data into DHIS2 and the list of health

facilities that reported was consistent with the list of

facilities in the PBS system for Alebtong district.

Governance, oversight, transparency and accountability

The LG committee

responsible for health

met, discussed service

delivery issues and

presented is- sues

that require approval

to Council

Maximum 4 for this

performance measure

• Evidence that

the LG committee

responsible for

health met and

discussed service

delivery issues

including

supervision

reports,

performance

assessment

results, LG PAC

reports etc. during

the previous FY:

score 2

Four Social Services committee reports were presented

and health related issues were discussed in two out of the

four meetings during FY 2017/2018.

• During quarter 1, the committee sat on 30th August 2017

and under minute 5ADHECBSC/17/5, the committee

discussed the need to fast track the promotion of health

staff who were qualified to take up key vacant positions.

• The second and third quarter meetings were held on

22nd December 2017 and 22nd March 2018 respectively

but health issues were not discussed (Only education

sector issues were discussed).

• During quarter 4, the committee sat on 29th March 2018

and under minute 32/ADHECBSC/2/18, a health budget

worth 2,899,448,000/ was approved by the committee.

Therefore, there was evidence that LG committee

responsible for health met and discussed service delivery

issues.

The LG committee

responsible for health

met, discussed service

delivery issues and

presented is- sues

that require approval

to Council

Maximum 4 for this

performance measure

• Evidence that

the health sector

committee has pre-

sented issues that

require approval to

Council: score 2

On 29th March 2018 and under minute

32/ADHECBSC/2/18, a health budget worth 2,899,448,000/

was approved by the social services committee and on

17th May 2018, Secretary for finance presented health

budget to council .The budget was passed by council on

21st May 2018 under Minute 45.3/ADHECBSC/17/18

The Health Unit

Management

Committees and

Hospital Board are

operational/functioning

Maximum 6 points

Evidence that

health facilities and

Hospitals have

functional

HUMCs/Boards

(established,

meetings held and

discus- sions of

budget and

resource issues):

• If 100% of

randomly sampled

facilities: score 6

• If 80-99 %:

score 4

• If 70-79: %:

score 2

• If less than

70%: score 0

The PAT visited 5 sampled health facilities and established

that HUMC’s sat as indicated below:

• Aleptong HC IV: HUMC sat twice, that is during quarter 1

and 4 only

• Abako HC III: HUMC Sat in all quarters

• Apala HC III: HUMC Sat twice that is quarter 3 and

quarter 4.

• Awei HC II: The HUMC sat in all quarters.

• Akura HC II: Sat in all quarters

In the 5 health facilities, 20 (5x4) HUMC meetings were

expected. However, only 16 were conducted translating

into 80% hence justifying a score of 4.

The LG has publicised

all health facilities

receiving PHC non-

wage recurrent grants

Maximum 4 for this

performance measure

• Evidence that

the LG has

publicised all

health facilities

receiving PHC non-

wage recurrent

grants e.g. through

posting on public

notice boards:

score 4

A list of PHC recurrent non-wage beneficiaries was

displayed at the district health notice-board, signed and

stamped by CAO on 28th May 2017.

Procurement and contract management

The LG Health

department has

submitted input to

procurement plan and

requests, complete

with all technical

requirements, to PDU

that cover all items in

the approved Sector

annual work plan and

budget

Maximum 4 for this

performance measure

• Evidence that

the sector has

submitted input to

procurement plan

to PDU that cover

all investment

items in the

approved Sector

an- nual work plan

and budget on time

by April 30 for the

current FY: score 2

The procurement plan for health department for this

financial year was submitted on 27th April 2018, within the

recommended deadline of 30th April.

The LG Health

department has

submitted input to

procurement plan and

requests, complete

with all technical

requirements, to PDU

that cover all items in

the approved Sector

annual work plan and

budget

Maximum 4 for this

performance measure

• Evidence that

LG Health

department

submitted

procurement

request form

(Form PP5) to the

PDU by 1st

Quarter of the

current FY: score

The health department submitted a procurement request

for FY 2017/2018 for to PDU ON 24th April 2017.

For FY 2018/2019, the procurement request was

submitted to PDU on 27th April 2018.

The health department prioritized renovating the ART clinic

at Alebtong HC IV and Renovation of the Children’s ward at

Alebtong HC IV as the main capital projects for the current

financial year.

The LG Health

department has

certified and initiated

payment for supplies

on time

Maximum 4 for this

performance measure

• Evidence that

the DHO/ MHO (as

per contract)

certified and

recommended

suppliers timely for

payment: score 4.

There was documentary evidence that the DHO/MHO (as

per contract) certified and recommended suppliers timely

for payments as per the following Sampled Payment

Vouchers. Voucher No33/6/18 dated 29th June, 2018,

amount Shs 5,292,281 was paid to Alebtong Builders Ltd

Box 7190 Kampala. Purpose was renovation of DHO’s

Office • Certificate No. 2 issued on 27th June,2018 •

Claim for payment made on 27th June,2018 • DHO

endorsed the Claim on 27th June, 2018 • Payment

effected on 29th June,2018. • Payment effected promptly

within a period of 2 days. Voucher No 26/5/18 dated 27th

May, 2018, amount Shs 8,719,201 paid to Albtong Builders

Ltd Box 7190. Purpose was renovation of Maternity Ward

at Amugu HCIII. Certificate of work done issued on 21th

May, 2018. Claim for Payment made on 15th May 2018.

Claim was endorsed by the DHO on 21st May, 2018.

Payment was effected on 22nd May, 2018. Payment

effected promptly.

Financial management and reporting

The LG Health

department has

submitted annual

reports (including all

quarterly reports) in

time to the Planning

Unit

Maximum 4 for this

performance measure

• Evidence that

the depart- ment

submitted the

annual

performance report

for the previous FY

(including all four

quarterly reports)

to the Planner by

mid-July for

consolidation:

score 4

The department submitted annual performance report for

the previous FY 2017/2018 on 10th July 2018 (evidence

from PBS to show date of submission to district planner).

Submission of quarterly reports to Planner during FY

2017/2018 was as follows (Information source PBS

system):

• 1st Qtr on 12th October, 2017. deadline was end of

October 2017 hence submitted on time.

• 2nd Qtr on 10th January, 2018, deadline was end of

January 2018 hence submitted on time

• 3rd Qtr was submitted on 5th April 2018, deadline was

end of April 2018 hence submitted on time.

• 4th Qtr was submitted on 9th July 2018 and the deadline

was end of July 2018 hence submitted on time.

LG Health department

has acted on Internal

Audit recommendation

(if any)

Maximum 4 for this

performance measure

Evidence that the

sector has

provided

information to the

internal audit on

the status of

implementation of

all audit findings for

the previous

financial year

• If sector has no

audit query: Score

• If the sector has

provided

information to the

internal audit on

the status of

implementation of

all audit findings for

the previous

financial year:

Score 2 points

• If all queries are

not

responded to

Score 0

There was no documentary evidence that the sector had

provided information to the internal audit on the status of

implementation of all audit findings for the previous

financial year

Social and environmental safeguards

Compliance with

gender composition of

HUMC and promotion

of gender sensitive

sanitation in health

facilities.

Maximum 4 points

• Evidence that

Health Unit

Management

Committee

(HUMC) meet the

gender

composition as per

guidelines (i.e.

minimum 30

% women: score 2

Not all the following sampled health facilities had the

required 30% (and above) of female composition on

HUMC:

Alebtong HC IV 3/9=33%

Abako HC III 2/7 =29%

Apala HC III 3/7 =60%

AkUra HC II 2 /5 =40%

Awei HC II=3/5= 60%

Compliance with

gender composition of

HUMC and promotion

of gender sensitive

sanitation in health

facilities.

Maximum 4 points

• Evidence that

the LG has issued

guidelines on how

to manage

sanitation in health

facilities including

separating facilities

for men and

women: score 2.

Both at DHO’s office and at health facilities that were

visited by PAT, there was no evidence that Alebtong DLG

issued guidelines on how to manage sanitation in health

facilities including separating facilities for men and women.

LG Health department

has ensured that

guidelines on

environmental

management are

disseminated and

complied with

Maximum 4 points for

this performance

measure

• Evidence that

all health facility

infrastructure

projects are

screened before

approval for

construction using

the checklist for

screening of

projects in the

budget guidelines

and where risks

are identified, the

forms include

mitigation actions:

Score 2

No evidence that health facility projects were screened

before approval for construction as there were no

screening forms or screening reports available.

LG Health department

has ensured that

guidelines on

environmental

management are

disseminated and

complied with

Maximum 4 points for

this performance

measure

• The

environmental

officer and

community

development

officer have visited

the sites to

checked whether

the mitigation plans

are complied with:

Score 2

No evidence to show that the environmental officer or

DCDO conducted site visits during the execution of capital

projects under health.

The LG Health

department has

issued guidelines on

medical waste

management

Maximum 4 points

• Evidence that

the LG has is-

sued guidelines on

medical waste

management,

including

guidelines (e.g.

sanitation charts,

posters, etc.) for

construction of

facilities for

medical waste

disposal2: score 4.

The DHO’s office communicated to health facility incharges

through a letter dated 27th April 2018; about health care

waste management. While communicating to the

incharges, the DHO requested them to pick copies of the

health care waste management guidelines entitled

“Approaches to health care waste management, health

workers’ guide 2013”

There was evidence in the distribution book at DHO’s office

to show that incharges received the copies of the above

guidelines.

The PAT visited 5 health facilities to establish presence of

the medical waste management. The health facilities were:

• Alebtong HC IV

• Abako HC III

• Apala HC III

• AkUra HC II

• Awei HC II

The guidelines were in place at each of the following health

facilities

Therefore, there was evidence that all sampled health

facilities in Alebtong district had medical waste

management guidelines version 2013.

Something to note however was that the guidelines were

not easily accessible by all health workers. In some

facilities, the guidelines were locked up in stores while in

other facilities, they were at the homes of incharges.

588 Alebtong District Water & Sanitation

Performance 2018

Summary of

requirements

Definition of

compliance

Compliance justification Score

Planning, budgeting and execution

The DWO has

targeted

allocations to sub-

counties with safe

water coverage

below the district

average.

Maximum score 10

for this

performance

measure

• Evidence that

the district Water

department has

targeted sub-

counties with safe

water coverage

below the district

average in the

budget for the

current FY:

o If 100 % of the

budget allocation

for the current FY

is allocated to S/Cs

below average

coverage: score 10

o If 80-99%:

Score 7

o If 60-79: Score

o If below 60 %:

Score 0

The DWO targeted allocations to sub-counties with safe water

coverage below the district average of access coverage of

95%. Only Awei sub county was below the District average

with 91% and was targeted in FY 2018/19 giving 100%

allocation. The targeted sub counties were; • Abia sub

County with a coverage of 95% • Abako with a coverage of

95% • Amugu sub county with a coverage of 95%. • Awei sub

county with a coverage of 91%. • Akura sub county with a

coverage of 95%. • Apala sub county with a coverage of

95%. • Alebtong T/C sub county with a coverage of 95%. •

Omoro sub county with a coverage of 95%. The planned

development budget for the water sector for FY: 2018/19 was

Ugx.243,163,463 from the approved work plan and budget

2018/19 page 167.

The district Water

department has

implemented

budgeted water

projects in the

targeted sub-

counties (i.e. sub-

counties with safe

water coverage

below the district

average)

Maximum 15

points for this

performance

measure

• Evidence that

the district Water

department has

implemented

budgeted water

projects in the

targeted sub-

counties with safe

water coverage

below the district

average in the

previous FY.

o If 100 % of the

water projects are

implemented in the

targeted S/Cs:

Score 15

o If 80-99%:

Score 10

o If 60-79: Score

o If below 60 %:

Score 0

There was evidence according to the inspection and

monitoring, quarterly reports and field visits that the district

Water department implemented all the budgeted water

projects in all the targeted sub-counties during FY 2017/18

giving the Water Department 100% implementation rate. The

following was extracted from those reports and the following

was observed; In Omoro sub county Okom P/S and and

Abongonyeke borehole each constructed at a cost of

Ugx.22,818,995 In Abako sub county Ogol borehole was

constructed at a cost Ugx. 22,818,995 In Amugu sub county

Aluga LCI was constructed at a cost of Ugx. 22,818,995 and

construction of a 5-stance latrine at Amugu market at a cost of

Ugx.15,522,829 In Abia sub county Bedi woro boreholes was

constructed at a cost of Ugx. 22,818,995 In Apala sub county

Olailongo borehole was constructed at a cost of Ugx.

22,818,995 In Aloi sub county Erupe borehole was

constructed at a cost of Ugx. 22,818,995 In Awei sub county

Aminomugu borehole was constructed at a cost of Ugx.

22,818,995 In Akura sub county Adagnyeko borehole was

constructed at a cost of Ugx. 22,818,995

Monitoring and Supervision

The district Water

department carries

out monthly

monitoring of

project investments

in the sector

Maximum 15

points for this

performance

measure

Evidence that the

district Water

department has

monitored each of

WSS facilities at

least annually.

• If more than

95% of the WSS

facilities monitored:

score 15

• 80% - 95% of

the WSS facilities -

monitored: score

• 70 - 79%: score

• 60% - 69%

monitored: score 5

• 50% - 59%:

score 3

• Less than 50%

of WSS facilities

monitored: score 0

There was evidence that the district Water department had

monitored each of WSS facilities; Inspection report dated 25th

September,2017: Inspection report of Borehole rehabilitation

by Ilodo Holdings (U) Ltd Inspection report dated 12th

October,2017: Inspection report of Borehole rehabilitation

Inspection report dated 24th March, 2018: Inspection report

of Borehole rehabilitation. Inspection report dated 28th

March, 2018: Inspection report of Borehole rehabilitation.

Inspection report dated 7th May,2018: Inspection report of

Latrines constructed in RGCs Spot Inspection report dated

9th May, 2018 of Latrines under construction and the following

sites were visited;5-stance latrine at Amugu Market, 2-stance

latrine at Agurudenge P.7 in Abia sub county.

The district Water

department has

submitted

accurate/consistent

reports/ data lists

of water facilities

as per formats

provided by MoWE

Maximum 10 for

this performance

measure

• Evidence that

the district has

submitted

accurate/consistent

data for the current

FY: Score 5

• List of water

facility which are

consistent in both

sector MIS reports

and PBS: score 5

There was evidence that the district had submitted consistent

data reports on the following dates; • Quarter 1 data

submitted on: 3rd November,2017, • Quarter 2 data

submitted on: 20th February,2018, • Quarter 3 data on

submitted on 3rd April,2018 and • Quarter 4 data

submitted on 30th July,2018 to the Permanent Secretary

Ministry of Water and Environment Water facilities which were

found to be consistent in both sector MIS reports and PBS

were; • Okom P/S source in Alolololo parish and

Abongonyeke source in Angetta parish all in sub county • Agol

source in Olyet parish in sub county Abako sub County •

Aluga LCI source in Omee parish Amugu sub county. • Bedi

woro source in Abia parish Abia sub County. • Olailong source

in Olailongo parish Apala sub County. • Erute source in Anara

parish Aloi sub County. • Aminomugu source in Owalo parish

Awei sub County. • Adagnyeko source in Akura parish Akura

sub County.

The district Water

department has

submitted

accurate/consistent

reports/ data lists

of water facilities

as per formats

provided by MoWE

Maximum 10 for

this performance

measure

• List of water

facility which are

consistent in both

sector MIS reports

and PBS: score 5

There was evidence that the sector has submitted in put for

the district procurement plan to PDU and was received on

26th April, 2018. For example S/N 04 to Drilling 9 boreholes

each at Ugx.22,500,000 and was planned to be executed in

quarter 2 and 3.

Procurement and contract management

The district Water

department has

submitted input for

district’s

procurement plan,

complete with all

technical

requirements, to

PDU that cover all

items in the

approved Sector

annual work plan

and budget

Maximum 4 for this

performance

measure

Evidence that the

sector has

submitted input for

the district

procurement plan

to PDU that cover

all investment

items in the

approved Sector

annual work plan

and budget on time

(by April 30): score

There was evidence that the sector has submitted in put for

the district procurement plan to PDU and was received on

26th April, 2018. For example S/N 04 to Drilling 9 boreholes

each at Ugx.22,500,000 and was planned to be executed in

quarter 2 and 3.

The district has

appointed Contract

Manager and has

effectively

managed the WSS

contracts

Maximum 8 points

for this

performance

measure

• If the contract

manager prepared

a contract

management plan

and conducted

monthly site visits

for the different

WSS infrastructure

projects as per the

contract

management plan:

score 2

The contract manager prepared a contract management plan

for FY2017/18 dated 23rd November, 2017 and conducted

monthly site visits for the different WSS.For instance;

(i) Inspection report dated 25th September,2017 in respect of

Borehole rehabilitation at Adwongpurmot village in Abako sub

county constructed by Ilodo Holdings (U) Ltd (ii) Inspection

report dated 12th October,2017 for a Borehole rehabilitation

at Adwir village in Omoro sub county constructed by Ilodo

Holdings (U) Ltd. (iii) The inspection report dated 9th

May,2018 in respect of a 5-stance vip Latrine constructed at

Amugu trading center by Samu traders and Contractors

co.Ltd.(iv) The inspection report dated 9th May,2018 in

respect of siting and drilling of boreholes within sub counties

of Aloi, Abia, Akura, Apara, Awei, Amugu and Abako by

Aquatech Enterprises Enterprises Ltd. (iv) The inspection

report dated 28th March 2018 was in respect of nine (9)

Borehole drilling in different sub counties by PMP Holdings

and M/s Balaji Ltd.

The district has

appointed Contract

Manager and has

effectively

managed the WSS

contracts

Maximum 8 points

for this

performance

measure

• If water and

sanitation facilities

constructed as per

design(s): score 2

Sampled water and sanitation facilities were constructed per

design. For example; • Construction of Deep borehole in

Abunga corner source. • Construction of Deep borehole at

Ogol source. The facilities were functional to the required

objective that is supply of water to the community and hygiene

requirement besides the technical requirement.

The district has

appointed Contract

Manager and has

effectively

managed the WSS

contracts

Maximum 8 points

for this

performance

measure

• If contractor

handed over all

completed WSS

facilities: score 2

There was evidence that the contractors handed over

completed WSS facilities as follows; • The handover report by

Samu trading and construction co. Ltd handed over a project

after construction of a latrine at Amugo market contract

reference No. Aleb588/wkrs/17-18/00019 dated 20th

June,2018 • The handover report by Ilodo Holdings (U) Ltd

handed over a project of the rehabilitation of boreholes and

protection of Spring wells contract reference No.

Aleb588/wks/17-18/00004/03 dated 20th June,2018 • The

handover report by Ebowa Investment Ltd handed over a

project after Drilling and Installation of deep boreholes Lot 1

contract reference No. Aleb588/wks/17-18/00019 dated

August 2018

The district has

appointed Contract

Manager and has

effectively

managed the WSS

contracts

Maximum 8 points

for this

performance

measure

• If DWO

appropriately

certified all WSS

projects and

prepared and filed

completion reports:

score 2

There was evidence that the DWO appropriately certified all

WSS projects and issuance of the payment certificates

thereof. For example; • A completion certificate for the

construction of 9 boreholes drilling and installation was

prepared and issued on 30th June, 2018 by the DWO/DE to

Ebowa Investments Ltd. • Handover report by the DWO dated

25th May,2018 for the construction of 9 boreholes by Ebowa

Co.Ltd

The district Water

depart- ment has

certified and initi-

ated payment for

works and supplies

on time

Maximum 3 for this

performance

measure

• Evidence that

the DWOs timely

(as per contract)

certified and

recommended

suppliers for

payment: score 3

points

There was evidence that the DWOs timely certified and

recommended suppliers for payment. • Claim request by

Aquatech Enterprises (U) Ltd for supervision of borehole

construction payment request was made on 20th April,2018

and certified by the DWO on 21th May,2018 within 3 days •

Request for payment for the construction of protection of

spring wells by Ilodo Holdings (U) Ltd payment request was

made on 6thMarch,2018 and certified on 7th March,2018

All payments were made within 30 days which was timely

payment.

Financial management and reporting

The district Water

department has

submitted annual

reports (including

all quarterly

reports) in time to

the Plan- ning Unit

Maximum 5 for this

performance

measure

• Evidence that

the department

submitted the

annual

performance report

for the previous FY

(including all four

quarterly reports)

to the Planner by

mid-July for

consolidation:

score 5

The department submitted the annual performance report

for the previous FY 2017/2018 the following dates; Quarter

Date of submission Reference Quarter 1 11th October 2017

Submission schedules Quarter 2 12th January, 2018

Submission schedules Quarter 3 10th April, 2018 Submission

schedules Quarter 4 11th July, 2018 Submission schedules

The water department submitted the annual performance

report for the previous FY 2017/2018 to the Planner in the

stipulated timeline of mid-July.

The District Water

Department has

acted on Internal

Audit

recommendation (if

any)

Maximum 5 for this

performance

measure

• Evidence that

the sector has

provided

information to the

internal audit on

the status of

implementation of

all audit

findings for the

previous financial

year

o If sector has no

audit query score 5

o If the sector has

provided

information to the

internal audit on

the status of

implementation of

all audit findings for

the previous

financial year:

score 3

If queries are not

responded to score

Number of queries raised Number of queries cleared

Number of queries pending

0 4

There was no documentary evidence availed to PAT that the

sector has provided information to the internal audit on the

status of implementation of all audit findings for the previous

financial year: FY 2016/2017

Governance, oversight, transparency and accountability

The district

committee

responsible for

water met,

discussed service

delivery issues and

presented issues

that require

approval to Council

Maximum 6 for this

performance

measure

• Evidence that

the council

committee

responsible for

water met and

discussed service

delivery issues

including

supervision

reports,

performance

assessment

results, LG PAC

reports and

submissions from

the District Water

and Sanitation

Coordination

Committee

(DWSCC) etc.

during the previous

FY: score 3

Council committee responsible for water held meetings, LG

PAC reports on ; 22nd September, 2018 and the issues

discussed on; analyzing the budget estimates for the water

sector FY 2018/19 under Min.37/ADWTSC/2017-18 and were

well signed by both clerk to council Mr. Okello Bosco and the

committee chairperson Hon. Jasper Dinga. This meeting

however, falls outside the assessment period. Likewise, there

was no evidence that performance assessment results were

discussed.

The district

committee

responsible for

water met,

discussed service

delivery issues and

presented issues

that require

approval to Council

Maximum 6 for this

performance

measure

• Evidence that

the water sector

committee has

presented issues

that require

approval to

Council: score 3

There was evidence that the water committee sought approval

from Council on; 31st May, 2018 under minute Min 53.16

and issues discussed included the approval of the budget

estimate FY 2018/19 but with some changes in terms of

locations of some of the water sources like construction of VIP

latrine was relocated to Agoro P/S from Acura trading Centre

The district Water

department has

shared information

widely to the public

to enhance

transparency

Maximum 6 points

for this

performance

measure

• The AWP,

budget and the

Water

Development grant

releases and

expenditures have

been displayed on

the district notice

boards as per the

PPDA Act and

discussed at

advocacy

meetings: score 2.

There was evidence of display of AWP, budget and the Water

Development grant releases and expenditures on the district

notice boards as per the PPDA Act. The information which

was found displayed on the main district notice board was

quarter 1 FY 2018/19 releases pinned on 17th July,2018

The district Water

department has

shared information

widely to the public

to enhance

transparency

Maximum 6 points

for this

performance

measure

• All WSS

projects are clearly

labelled indicating

the name of the

project, date of

construction, the

contractor and

source of funding:

score 2

There was no evidence that the visited water sources

(Boreholes) were clearly labeled example; • Construction of

Deep borehole in Agol village in Olyet parish Abako sub

county • Construction of Deep borehole in Apala sub county

at Olailongo village. These projects only had the date of

construction and name of the water source this made the

water department score zero.

The district Water

department has

shared information

widely to the public

to enhance

transparency

Maximum 6 points

for this

performance

measure

• Information on

tenders and

contract awards

(indicating

contractor name

/contract and

contract sum)

displayed on the

District notice

boards: score 2

There was evidence to the effect that the LG publicized

information on tender awards on 20th December,2018 on the

subject of the best evaluated bidder and the following

information was found; Bid awarded to Ebowa Investments

Ltd under open domestic bidding for siting, drilling and

installation of 5 deep boreholes at a contract price of

Ugx.92,470,700 with reference No. Aleb588/wks/17-18/00003.

Participation of

communities in

WSS programmes

Maximum 3 points

for this

performance

measure

• If communities

apply for water/

public sanitation

facilities as per the

sector critical

requirements

(including

community

contribu- tions) for

the current FY:

score 1

There was evidence that communities applied for water/public

sanitation facilities as per the sector critical requirements

example; • An application from Amuria village Aloi sub County

dated 10th February, 2018 requesting for a borehole in their

community. • An application requesting for a borehole at Oker

village Amugu parish Amugu sub county dated 13th

March,2018 • An application requesting for a borehole for

Ogol village Olyet parish Awei sub county dated 9th April,2017

Participation of

communities in

WSS programmes

Maximum 3 points

for this

performance

measure

• Water and

Sanitation

Committees that

are functioning

evidenced by

either: i) collection

of O&M funds, ii(

carrying out

preventive mainte-

nance and minor

repairs, iii) facility

fenced/protected,

or iv) they an M&E

plan for the

previous FY: score

Note: One of

parameters above

is sufficient for the

score.

The Water and Sanitation Committees were functional

according to the community payment vouchers seen towards

operation and maintenance of the boreholes in their

communities the sampled vouchers included; Payment receipt

No.0159 of Abako sub county dated 1stDecember,2018 paid

for Alimoku village amounting Ugx.17,000. Payment receipt

No.0093 of Abako sub county dated 12th January, 2018 paid

for Atali borehole village amounting Ugx.17,000. Payment

receipt No.0100 of Abako sub county dated 1st August, 2018

paid for Aminagoa P/S amounting Ugx.17,000.

Social and environmental safeguards

The LG Water

department has

devised strategies

for environmental

conservation and

management

Maximum 4 points

for this

performance

measure

• Evidence that

environmental

screening (as per

templates) for all

projects and EIAs

(where required)

conducted for all

WSS projects and

reports are in

place: score 2

There was evidence that environmental screening for all

projects and EIAs were conducted for all WSS projects. For

example; • On 24th April,2018 Environmental screening was

conducted for Abia sub county singed by the Environment

Officer • On 25th April,2018 Environmental screening was

conducted for Awei and Olyet sub counties singed by the

Environment Officer • On 26thApril,2018 environmental

screening was conducted for siting, drilling and installation of

deep borehole in Omoro and Angetta sub counties signed by

Environment Officer

The LG Water

department has

devised strategies

for environmental

conservation and

management

Maximum 4 points

for this

performance

measure

• Evidence that

there has been

follow up support

provided in case of

unacceptable

environmental

concerns in the

past FY: score 1

There was no evidence availed to PAT that follow up support

was provided in case of unacceptable environmental concerns

in the water sector.

The LG Water

department has

devised strategies

for environmental

conservation and

management

Maximum 4 points

for this

performance

measure

• Evidence that

construction and

supervision

contracts have

clause on

environmental

protection: score 1

Construction and supervision contracts had a clause on

environmental protection e.g. for the Drilling and Installation

project of 5-boreholes Lot 1 it is item 1.8 in the B.O.Q

The district Water

department has

promoted gender

equity in WSC

composition.

Maximum 3 points

for this

performance

measure

• If at least 50%

WSCs are women

and at least one

occupying a key

position

(chairperson,

secretary or

Treasurer) as per

the sector critical

requirements:

score 3

There was no documentary evidence availed to PAT at the

time of assessment concerning to gender equity in the

membership of the WSC.

Gender and

special needs-

sensitive sanitation

facilities in public

places/

RGCs provided by

the Water

Department.

Maximum 3 points

for this

performance

measure

• If public

sanitation facilities

have adequate

access and

separate stances

for men, women

and PWDs: score 3

Public sanitation facilities had adequate access and separate

stances for men, women and PWDs. Examples; the visited

public facility; the Construction of a 5-stance VIP latrine at

Amugo market in Amugo sub county shown that the water

department had adhered to gender and PWDs.